Office Manager at Abt Associates

Kindly note that the position is pending approval and client funding.

Under the supervision of the Country Finance & Administration Manager, the Kisumu Office Manager provides a wide range of administrative and logistical support to the PMI VectorLink Kisumu Central Project Office.

Specific duties and responsibilities include the following:

• Perform general clerical duties, to include but not be limited to photocopying, scanning, faxing, filing, and mailing.
• Provide office administrative support including organization and facilitation for internal meetings, drafting agendas, and taking minutes;
• Maintain hard copy and electronic versions of a project archive, including contract and subcontract documents, client approvals, personnel files, consultant documents, travel files, procurement files, files of project deliverables, minutes of meetings, and project reports.
• Manage and document correspondences between project offices, the home office, the client, other partners, and stakeholders.
• Manages petty cash payments and reconciles petty cash balances monthly.
• Oversee the proper reporting of labor time and ensure the timely submission of electronic and paper timesheets, and the timely completion and submission of Labor Adjustment Forms, when needed.
• Collection of VAT refunds from suppliers after issuing them with VAT exemption certificates.
• Monitoring and ensuring staff per diems and claims are processed in a timely manner,
• Management and monitoring of the service providers’ contracts,
• Monitor and keep track of the staff leave request files.
• Receive and verify expense reports and project vehicle logs,
• Assist the Finance team in the preparation of monthly financial reports as may be assigned,
• Ensure proper filing of financial documents, data and other correspondence for future audits and reviews, ensuring security and confidentiality of the documents in line with organization policy and donor requirements,
• Answer incoming telephone calls, take complete and accurate messages for people who are not available, and ensure they receive the messages
• Greet, advise, and escort guests.
• Purchase, store and distribute office supplies.
• Ensure timely settlement of office bills.
• Manage local procurements for office supplies and other requirements.
• Prepare and send pouches to Nairobi, Homa Bay and Migori project offices as needed.
• Assist with making logistical arrangements for project events and field activities.
• Make logistical arrangements for project staff traveling outside their region or for international visitors.
• Assists the VectorLink Kenya Finance & Administration Manager in the implementation of the internal control system and financial procedures manual of the company.
• Assist the office in establishing procedures and controls to improve efficiency of service delivery and identify cost savings and promote efficiency use of project resources,
• Perform any other duties as assigned by the supervisor.

Qualification requirements include the following:

• Secondary School (minimum), or a Bachelors Degree in Administration, Management, Business, Social Science, or other relevant field (desirable).
• At least three (3) years of relevant professional experience in office administration.
• Excellent knowledge and experience with Windows, Word, Excel, PowerPoint, and other data processing and graphical presentation software.
• Ability to independently plan and execute complex tasks while addressing daily management details and remaining organized and focused on long-term deadlines and strategy highly desirable.
• Ability to assess problems and develop solutions.
• Excellent inter-personal communication skills and excellent organization skills.
• Preference for candidates who have experience that relates to USAID-funded projects or other international development experience.
• English language fluency.

Duty Station / Location: Kisumu, Kenya