Office Administrator at Alliance for a Green Revolution in Africa (AGRA)

 The Position

 Office Administrator Job Reference: OA/OPS/03/2025

 The Office Administrator plays a key role in managing the day-to-day administrative functioning of the Nairobi Office, ensuring efficient and smooth operations, and supporting staff and management in their daily tasks. This role is responsible for facility management, administrative purchases & vendor contracts coordination, and supervision of two admin staff.

The ideal candidate will be responsible for ensuring the AGRA HQ office is run in a proactive and effective manner anticipating office needs in addition to overseeing office security and logistics.

Key Duties and Responsibilities:

• Ensure an efficient, safe, and clean office environment by overseeing cleaning services, office maintenance and furniture and fittings with the assistance of the Office Administrative and Conferencing coordinator.
• Implement office seating plans in consultation with the Senior Administrative Officer and the People and Organizational Development unit.
• Oversee office security to ensure both physical and health safety.
• Facilitate office access control, including granting approval for office access card allocation, office keys assignment, and visitor access cards.
• Oversee third-party off-site storage of AGRA documents and assets, and their access as required.
• Prepare TORs for procurement of goods and services and procurement-related processes to facilitate the onboarding of new administration vendors and procurement of goods and services.
• Provide oversight of office vendors’ performance and evaluation of the provision of both goods and services.
• Process administrative procurement documentation as per the administration procurement plan.
• Process invoices payment by verification against budget, allocations, and coordinate approvals.
• With the disposal committee, implement the disposal of old assets guided by the procurement policy.
• Oversee implementation of the office logistics plans as per AGRA vehicle policy, car hire and taxi services Service level agreements.
• Advisory on trip management and field security planning.
• Ensure vehicle log sheets are prepared and maintained daily.
• Provide monthly logistics reports.
• Map office purchasing needs and specifications and process office consumables with the assistance of the Stores & Logistics officer.
• Enforce monthly stores reconciliations and annual stock take.
• Oversee headquarters office statutory compliance to Occupational safety & health.

Key Qualifications and Experience Required:

• Bachelor’s degree in administration, Procurement, Supply chain or Business Management.
• Experience in handling admin-related procurement processes.
• Proven experience in administration/operations is required.
• Must have a good understanding of the supply chain processes.
• Experience in handling office or people security.
• Computer proficiency and familiarity with a range of software applications.
• Familiarity with working for non-profit organizations or public enterprises.
• Demonstrates the ability to effectively coordinate and oversee statutory compliance, safety protocols, security measures, external audits, and team management to maintain a safe, compliant, and efficient office environment while ensuring adherence to relevant laws and regulations.
• Exhibits the ability to effectively manage information and documentation, ensuring proper filing, retrieval, and maintenance of records.
• Demonstrates financial expertise to effectively manage budgets and monitor expenditures.
• Exhibits expertise in efficiently managing and coordinating logistical operations.
• Demonstrates expertise in vendor management that involves establishing, nurturing, and maintaining strategic relationships with suppliers.