Administration Officer at HOPE Worldwide Kenya

Administration Officer Job Responsibilities

• Preparation and administration of the overall Administration Departments’ annual and monthly budgets.
• Also preparation of admin supplementary budgets from time to time Supervise the Logistics Officer in his daily work of ensuring that all vehicles are well maintained, fueled, insured and mileage claims filled and forwarded to Finance on time every month.
• Supervise the daily scheduling of program vehicles to meet the transport needs of the organization.
• Supervise, train and appraise the admin team to ensure they succeed on their deliverables.
• Directly or indirectly supervise the administrative support staff such as the Receptionist, Office Assistants,
• Security staff, Stores Coordinator and Drivers.
• Determine their tasks and responsibilities to fit into the overall administrative goals and objectives of the organization. Management of cash and working closely with Finance department in this role.
• Custody of Administrative Documents and ensure all contents are well stored, recorded and accounted for.
• Check and approve admin payments and requisitions as per the approved budget.
• Oversee the administration of all HWWK assets and equipment ensuring that staff members are supplied with what they need in the course of their work.
• Allocate working space to staff members at the HQ as per the needs vs resources available.
• In charge of insuring all HWWK assets, lodging and following up claims with the insurance company.
• Work closely with Stores Coordinator to ensure that all HWWK stores are operational as per the organization’s policy on Supplies Management.
• As a member of the Disposal Committee, ensure that the asset register is well updated and all old, spoilt or unwanted assets are disposed as per the disposal policy.
• Reviewing and updating the Administration Policy as necessary and to oversee its implementation across all sites. Prepare lease agreements when acquiring new offices for the organization.
• Negotiate with the landlords and ensure that the interests of the organization are taken into consideration before the agreements are signed.
• Ensure that rent in all sites is paid on time and leases renewed/notices given as may be necessary.
• Compile administration reports and submit to finance & Administration Director by 10th of each month
• Supervise Security Guards in their day-to-day work and oversee general security matters within the organization.
• Compile airtime balances per program at the end of the month.
• Prepare airtime requisitions for all programs on a monthly basis.
• Distribute the same to staff as per the approved allocations.

Qualifications for the Administration Officer Job

• Bachelor’s degree in Arts or Social Sciences or other related discipline or specialized training in
• Administration, or equivalent work experience.
• Minimum 3 years of experience in Administration work performed
• Working knowledge of MS Word, MS Excel MS Outlook and PowerPoint Skills and Competencies
• Able to manage Admin staff relationships and departmental relationships
• Strong organizational and managerial skills; ability to multi-task Good written and oral communication skills;
• Good basic knowledge of arithmetic and ability to understand and work with numbers
• Possess excellent people skills and ability to motivate to achieve results;
• Good leadership and supervision skills
• Experience in negotiation skills, fleet management, stores management, security, asset management and equipment/ business insurance
• Familiarity with procurement and HR processes
• Ability to identify administrative gaps and emerging administrative needs of the organization;
• Ability to take initiative and work independently; be solution oriented and ability to network for results
• Commitment to and understanding of HOPE worldwide Kenya vision, mission and values;