Administration Officer at Educate!

Position Overview

Educate! is seeking an Administration Officer to support a new Out of School Youth Program in our Kenya office. We are looking for someone who will be responsible for the smooth running of the administration department and building of a service-oriented culture to support program implementation. This is someone who is organized, flexible, driven, knowledgeable and eager to learn more about all facets of Admin and operations.

Educate! is growing fast and with this growth we are looking for individuals excited to work and grow in an entrepreneurial, fast paced environment. As an Admin officer you will work in a high-performance culture with a motivated and supportive team of talented individuals, including our global talent team. This is a unique opportunity for the right person to help build the HR function in our Kenya office as part of a team that makes recruiting and talent development a top priority.

Educate!'s long-term vision is to design solutions that measurably impact millions of youth across Africa each year.

Performance Objectives

Administration Strategy (10%)

• Manage admin goals in line with Kenya annual strategy.
• Conduct regular risk assessment to create or quickly adjust plans due to anticipated problems.
• Put in place checks and balances to exceed departmental annual goals and work plan activities.
• Anticipate capacity gaps and create innovative solutions.
• Network and research to suggest new possibilities; try new ways of doing things using cutting-edge technology.
• Design admin tracking and information systems for scale.
• Guide management and employee actions by researching, developing, writing, and updating policies, procedures, methods, and guidelines; communicating and enforcing organization values.

Procurement Coordination (50%)

• Lead procedure compliance in all procurements, document lack of compliance and conduct spot checks to ensure compliance.
• Prepare procurement documentation according to approved procedures for internal and external use
• Ensure all procurements are documented, complete & accurate in compliance with relevant laws and Educate! policies and procedures.
• Anticipate procurement needs to pre-select competitive vendors, and create systems to track and strategically guard against common procurement challenges.
• Build & maintain strong professional relationships with vendors
• Conduct reasonable market research before procurement, and keep a keen eye on cost cutting through out the bidding process.
• Conduct formal quality checks, and document feedback between end user, admin dept. and vendors
• Formally seek and document feedback from end–users to implement recommendations

Resources Management (25%)

• Manage admin budgets. Reallocate funds and choose activities in line with approved budgets and strategy.
• Prepare budget proposals, create detailed budgets for come up projects, review Operations BvA reports
• Prepare maintenance, testing and inspection schedules for upkeep of facility, recurring needs and quality.
• Complete assessment of basic facilities as scheduled, oversee repairs and renovation of the often-used facilities and communicate facilities updates to all staff.
• Enforce security protocol for office, equipment & supplies, oversee distribution of keys, staff I.Ds, helmets, induction training logistics and orientation to safety procedures.
• Inventory, equipment and asset management - ensure availability of inventory at all times

Logistics Management (15%)

• Lead organization-wide filing system in Google Drive, coordinated with segregation by department, controls on access, standard ordering of files.
• Communicate office space organization and allocation by labelling of different rooms, equipment, and storage spaces by function.
• Track office/NGO registration and permits with national government, local authorities, and landlords.
• Ensure storage and distribution of E! materials is cost effective and timely, as well as compliant to E! procedures and the law.
• Events and guest management, both virtual and physical - ensure Educate! events are cost effective, on time, and that local and international guests get a pleasant experience.
• Procedures for telephone messages, reception, and E! office tours are formal and monitored to ensure quality.
• Offer support with work permit applications for our expatriates when needed.



 

Qualifications

• Bachelor's degree in Business Administration, Human Resource Management, Social Work & Social Administration or any relevant field.
• Minimum of 3 years of professional experience.
• Systems oriented, high integrity, excellent customer service, general management and strong personality. Experience in multitasking in a fast – paced environment, set priorities, work independently as well as thrive a team. Fits our Five Cultural Tenets: Youth First, Always Learning, Only Solve a Problem Once, Exceed Expectations and Flexible and Open Minded
• Intermediate Excel skills, using online project management and collaboration tools, advanced report writing, budgeting, relationship building, customer service, critical thinking and communication skills required.

Terms

• Compensation will be competitive for the social enterprise sector and commensurate with experience.
• Benefits include a generous vacation policy and medical insurance.
• This position will be based in our office in Nairobi.

Why You Will Brag About Working At Educate!

• We've got the impact.
• Educate! is designed for scale. We quadrupled operations in 2014, going from 54 to more than 200 schools served. We carefully measure our outcomes, and — here's the best part — we are maintaining quality at four times the size.
• We believe in local leadership — 96% of our staff is African.
• Our model has gone nationwide in Uganda — Educate!'s model is now incorporated into the national curriculum and exams, impacting many thousands more students than we can reach directly.
• Educate is a well-oiled learning machine. We built our model by methodically testing hundreds of assumptions and we are constantly experimenting, evaluating, and improving.
• We're honored that luminaries and leaders like Oliver Wonekha, the Ugandan Ambassador to the US, and Ann Veneman, a former Secretary of Agriculture and head of Unicef, believe in us enough to have joined our advisory board.