Administration Manager, Operation at World Resources Institute (WRI)

As the Administration Manager, you will be responsible for keeping the office running smoothly and overseeing administrative support. You will be responsible for implementing administrative procedures and systems and work closely with other departments such as the Finance and Human Resources. You will report to the Director of Finance and Operations Africa of WRI Africa.

What will you do:

Administration (55% time):

• Provide support on various administrative issues to ensure efficient and effective running of day-to-day operations of the Nairobi Office
• Develop and maintain the SOPs of the various administration processes and ensure seamless execution of office operating procedures
• Support WRI staff visiting from different locations with their accommodation, travel arrangements, and workspace
• Actively lead the planning and execution of events in coordination with the office assistant
• Maintain the office facility, repairs, and maintenance by coordinating with the facility managers on issues relating to maintenance or concerns
• Manage office supplies and ensure efficient usage
• Manage staff, such as an Administration Assistant and cleaning crew

Logistics and Procurement (30% time):

• Maintain a robust and updated asset management register for all company assets (for example, furniture, computer, laptops)
• Maintain accurate logistics records and provide regular reports to relevant team members
• Plan and implement logistics in a way that maximizes effective use of resources
• Provide support in procurement processes (including international shipments when required), e.g., identifying supplier and items, collecting proforma invoices, and preparing bid analyses, handling duty free and custom clearances
• Coordinate with the Finance Manager on procurement of capital equipment, goods and services
• Maintain and update supplier information on the database
• Maintain good supplier relations and assist with contracting

Travel and Immigration (15% time):

• Provide support in processing work permit for international staff and maintain accurate data
• Facilitate the management and administration of schedules and logistics for all visitors
• Manage visa processing for both international and national staff, manage logistics (airport pick-up, hotel bookings).

What will you need:

• Education: You have a completed a bachelor's degree in Business Administration, Arts, Finance or a related field
• Experience: You have 6+ years of full-time relevant work experience
• Experience in basic procurement processes and requirements, preferably in an international NGO
• Experience managing travel and immigration for events, including booking hotels and processing work permits
• Experience in office management
• Experience organizing international events and workshops will be an added advantage
• Proficient in Microsoft Office (Word, Excel, Access, PowerPoint)
• Languages: You are proficient in written and spoken English
• Requirements: Existing work authorization is required where this position will be based. WRI is unable to authorize visa work authorization