Office Manager Job in Kenya

 Job Title: Office
Manager

Hiring Organization: VillageReach
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Healthcare
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 01/23/2024

VillageReach
transforms health care delivery to reach everyone, so that each person has the
health care needed to thrive. We work with governments, the private sector,
partners and communities to build responsive primary health care systems that
deliver health products and services to the most-under-reached. Radical
collaboration with governments, the private sector and other partners
strengthen our ability to scale and sustain these solutions. Our work increases
access to quality health care for more than 70 million people in Africa.
VillageReach in incorporated in Washington State has offices in Seattle (USA),
Democratic Republic of Congo, Malawi, and Mozambique; and is opening a regional
hub office in Kenya.

Summary


Based in
Nairobi, the Kenya Office Manager will provide office management and top-notch
support to the Kenya-based staff. The position holder will be responsible for
ensuring organization compliance in accordance with country laws. The position
offers a great opportunity for leading and managing a country office set up.
They will develop and implement the necessary policies and guidelines, manage
office budget, provide support in processing of staff work permits and visa.
The successful candidate will lead country level procurement and support
regional level processes. Responsible for day to day office management, the
Office Manager will keep record and manage organization assets, provide staff
travel support, events and conferences management support and act as the office
wellbeing ambassador.

The
Office Manager will have sound judgment; be extremely organized, proactive, and
flexible; able to meet multiple deadlines and set priorities; and have superior
communication skills. The ideal candidate for this role will be a
problem-solver who is responsive, thorough, and excited about helping people.
If you’re energized to support a dynamic mission-driven organization that
transforms health care delivery, we encourage you to apply for this position.

Description

Essential
Duties and Responsibilities include the following. Other duties,
responsibilities, and activities may change or be assigned at any time.

Administrative
and Facilities:

Serve as
the first point of contact for VillageReach Kenya Office. Oversee guest
experience, manage and direct office mailing and communication.

Develop
and implement contextually appropriate and necessary office policies and
guidelines alongside appropriate partners (Finance, People, IT, etc.).

Work
closely with People team to prepare for and be ready to promptly respond to
emergent situations. Serve as Kenya Office Wellbeing Ambassador.

Support
in the onboarding process for new staff

Responsible
for arranging and coordinating in-house and off-site conferences, retreats and
other official staff events. Support the Head of Office in the coordination of
staff meetings.

Maintain
regular and timely communication with global teams on Kenya administrative and
operational matters.

Compliance
and Registration:

Work with
the designated Head of the Kenya Office to ensure all VillageReach activities
adhere to the laws and regulations of Kenya, requirements of the Ministry of
Health, and meet overall operational standards of VillageReach and its funders.

Ensuring
VillageReach remains compliant and maintains the necessary registrations and
licensees with bodies like OSHA, NITA, county permits and the government.

Work
closely with the appointed immigrations consultant to manage Other Country
Nationals visa and work permit processes. Keep record of staff visa and work
permits timelines and renewal dates.

Procurement,
IT Support, and Asset Management.

Manage
safe storage and keep record of updated organization assets and work closely
with IT in procurement of equipment, appliances and furniture. Support regional
procurement and shipping processes.

Oversee
the administration and management of service provider contracts and management
of office supplies.

Oversee
screening and conducting due diligence for all pre-qualified suppliers and
vendors.

Staff
Travel

Work in
tandem with VillageReach travel agency to support travel arrangements for
VillageReach employees and guests. Administer VillageReach’s internal travel
approval process and act as a liaison for the coordination of travel with
travel agent and employee.

Be the
focal point person for visa application processes, accommodation and local
transportation for VillageReach visiting staff

Contribute
to ongoing improvement of travel policy and processes.

Finance
Support:

Manage
office budget. Keep track of purchases requests, maintain procurement and
financial documents and supporting files including approvals and coding.

Manage
bank and credit card reconciliations and ensure timely reporting.

Work
closely with finance team to ensure timely payments for office space and to
service providers.

Competencies:

The
following competencies reflect what is expected of all VillageReach employees;
including examples of how one might demonstrate each of these competencies in
one’s role.

Personal
Motivation and Drive: Is self-directed in one’s approach to work, but asks for
help when needed; holds oneself accountable; undertakes self-development
activities; seeks to build and master new skills; looks for and takes advantage
of opportunities within the organization

Collaboration
& Effective Communication: Establishes and maintains effective relations
with coworkers, partners & stakeholders and external parties; works
collaboratively with others to accomplish organizational and team goals and
objectives; works actively to resolve conflicts; expresses ideas and thoughts
effectively; selects and uses appropriate communication methods and maintains
meaningful communication with virtual coworkers and other parties to keep them
informed

Commitment
to Diversity & Inclusion: Takes personal responsibility for and supports
others across the organization in creating and sustaining a diverse work
environment where individuals are welcomed, valued, respected and supported;
personally committed to attaining cultural competency including self-awareness
of one’s own attitudes about culture and cross-cultural interactions; exhibits
the willingness and ability to engage openly and respectfully around issues of
race, colonialism, identity and culture; upholds equity in access to sharing of
information, ideas, and opportunities throughout VillageReach

Commitment
to Excellence: Produces a high output of work, both in terms of quality and
quantity; looks for ways to improve and promote quality; monitors work to
ensure quality; has a personal commitment to the mission of VillageReach

Solution
Orientation & Innovation: Focuses on results and desired outcomes and how
to best achieve them; gets the job done; sees opportunities for creative
problem-solving while staying within the parameters of good practice; sees old
problems in new ways and has novel approaches to solving those problems;
contributes original and/or resourceful ideas to their area of responsibility;
is able to consider and articulate risks and consequences of proposed
innovations and factor these into decision-making

Requirements

To
perform this job successfully, an individual must be able to perform each
essential duty satisfactorily.

The
requirements listed below are representative of the knowledge, skill and/or
ability required.

Reasonable
accommodation may be made to enable individuals with disabilities to perform
the essential functions.

Education
& Experience:

Bachelor’s
degree in Administration, project management, finance and accounting or a
related study or equivalent education and experience.

5- 7
years of relevant experience is required with at least 1-2 years working in an
international organization in a similar role preferred.

Good
experience and understanding of registration and compliance regulations in
Kenya.

Good
understanding and knowledge working with immigration department on staff work
permit and visa processes preferred.

Strong
organizational skills, ability to multitask, prioritize and meet deliverables.

Demonstrated
experience in coordinating staff travel, event planning and coordination

Experience
in accounting and expense management.

Experience
managing procurement processes, asset management and vendor contract
management.

Excellent
written and verbal professional communication abilities.

Fearless
in embracing office technology, including demonstrated ability to easily adopt
and train others on new tools and processes.

Flexible
and patient with ability to respond quickly to changing priorities.

Click
Here To Apply

Check Also

Office Manager Job in Kenya

 Job Title: Office Manager Hiring Organization: Savannah Informatics Location – Locality: Nairobi Location – Region: Kenya Industry: e-Health software Job …

Leave a Reply

Your email address will not be published. Required fields are marked *