Operations Administrator at Nature Conservancy

ESSENTIAL FUNCTIONS

The Operations Administrator will be responsible for performing multiple administrative functions for the Kenya program and other assigned projects. The role will support Information Systems, Human Resources, Finance administrative tasks, including processing forms, preparing reports, and monitoring budgets. They will use available systems and resources to maintain, track, and research data, and to produce and review reports. The Operations Administrator may handle inquiries about business unit activities and assist in the development of program materials and correspondence. They will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. They may communicate on behalf of their supervisor with internal and external sources, including staff, donors, vendors, and businesses in order to coordinate arrangements, convey information, and ensure successful execution of program.

RESPONSIBILITIES AND SCOPE

•  Perform specific administrative support to Kenya office staff and make day-to-day decisions within the scope of work assignments and prioritize work independently.
•  Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor.
•  Supervise volunteers, interns, or temporary staff, including training and orientation and demonstrate sensitivity in handling confidential information
•  Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking and participate in annual audit processes.
•  Assisting with budget tracking and monitoring. Assist with providing budget information e.g. actual expenses for the office
•  Responsible for office management-troubleshooting general office hygiene, sanitation, fumigation, and maintenance in Nairobi office .
•  Responsible for coordinating logistics for special events and/or meetings, workshops, trainings with partners and government stakeholders purchasing, central filing, mailroom operations, facility management, telecommunications, and/or reception
•  Responsible for program Inventory management to ensure office assets are tagged and well maintained.
•  Ensure compliance with the statutory obligations; -renewal of business permits, payment of signage fees, and compliance with OSHA requirements.
•  Coordinate transport logistics; Fleet/vehicle management; booking travel and accommodation for TNC and non-TNC travelers (both local and international).
•  Support planning and scheduling of team meetings
•  Serve as a team member for assigned projects.
•  Handling travel expense claims from meeting participants (TNC & non-TNC)
•  Support additional administrative functions relating to job descriptions and grant proposals.
•  Be willing to travel, work overtime, and work evenings and weekends as needed.
•  Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain

MINIMUM QUALIFICATIONS

•  Bachelor's degree and 2 years related experience or equivalent combination.
•  Experience coordinating administrative processes.
•  Experience generating reports and interpreting data.
•  Experience in business writing, editing, and proofreading.
•  Experience organizing time and managing diverse activities to meet deadlines; and
•  Experience working across teams and communicating with a wide range of people.

DESIRED QUALIFICATIONS

•  Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
•  Ability to analyze information for the purpose of coordinating and planning activities and solving problems.
•  Ability to use existing technology to achieve desired results.
•  Excellent customer service skills and focus.
•  Experience interpreting guidelines to achieve desired results.
•  Knowledge of current trends in specific field; and/or
•  Strong organization skills, accuracy, and attention to detail.