Job Reference Number: KENOM 18/01/RW
The role:
The office manager is responsible for the smooth running of the Aktis Nairobi office, Aktis’ assets and facilities in Kenya, and supporting project coordination and delivery. This will include:
Managing the Nairobi office finances:
- Overseeing the office budget;
- Managing daily bookkeeping and financial reconciliation in accordance with Aktis’ financial procedures;
- Submit timely and accurate cash flow projections and requests;
- Monthly financial reporting of all Nairobi accounts;
- Coordinate payments to national staff and suppliers;
- Liaise with accountants and banks;
- Ongoing liaison with Aktis’ HQ Finance team;
- Managing payment of project expenses and staff/associate salaries (in cash and via online transfers);
- Ensuring Aktis Iraq remains compliant with local and international legal obligations;
- Manage Nairobi office petty cash.
Managing day to day office requirements, including:
- Procuring office equipment and supplies, ensuring the office is properly outfitted and consistently stocked;
- Managing office communications, including mobile phone plans;
- Managing Aktis office spaces, including hiring and managing cleaners, provision of utilities such as electricity and internet connections and organising office maintenance;
- Providing local ICT support to staff, such as procuring and installing computers and other ICT equipment for staff with support from Aktis’ central IT support;
- Liaising with landlords;
- Making travel arrangements for team members;
- Filing and scanning documents and information accurately and in accordance with Aktis’ policies / procedures;
- Arranging, scheduling, setting agendas, and reporting on project meetings;
- Maintaining information and knowledge management systems proactively.
Providing HR support to the Nairobi office:
- Plan and conduct induction training for new staff based in Nairobi on Aktis systems and processes;
- Manage holiday approvals and log sick leave;
- Draft contracts for Kenyan staff;
- Arrange staff health plans;
- Ongoing liaison with Aktis HQ HR team.
Functioning as the Aktis security focal point:
- Track all security updates from our security providers in Kenya, updating the risk assessment and HSS plan for the country as necessary;
- Provide guidance on the security situation in Nairobi and across Kenya to the team and visitors as required; and
- Make recommendations to the Aktis country HSS Manager on HSS-related decisions.
Supporting project delivery:
- Manage project related logistics;
- Set up meetings;
- Arrange travel and accommodation for staff and associates relevant to Aktis’ operations;
- Process staff and associate timesheets and expense claims efficiently and accurately;
- Develop friendly professional relationships with associates.
Supporting Client and stakeholder engagement, ad hoc translation support and engaging with local authorities on taxation and legal matters.
Requirements:
- A minimum of three (3) years’ post-qualification experience working on implementation of international donor funded development projects in Kenya, or with an international NGO;
- Previous financial and operational management experience in an international company, managing Kenyan and international staff;
- Demonstrated organisational and administrative skills and excellent inter-personal skills;
- Experience working for an organisation operating in fragile and conflict affected areas, including assessing risk;
- Experience arranging travel, including to high risk environments;
- Experience of writing and communicating in English through professional email correspondence and official letters.
- Excellent spoken Swahili and Somali, with writing desirable;
- Experience working with remote teams.
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