Office Manager at Heifer International

The Role

The Office Manager is responsible for delivery of office operations of the Heifer Kenya main office whilst maintaining oversight for the same in the field offices.  This position is responsible for providing oversight of all operational and administrative activities, including travels, events, procurement, insurance, logistics, facility, and fleet management.  This position will ensure that policies and procedures in all the areas are in place and followed for the smooth running of the offices. The position will be both external and internal facing, thus excellent customer service is essential to success. This position requires a high degree of discernment for complex decision making, to ensure both compliance and operational efficiency. The Office Manager will report to the Country Director.

Responsibilities and Deliverables:

Office Administration and Operations

• Provide support on various administrative issues to ensure efficient and effective running of day-to-day operations.
• Ensure seamless organization/ execution of office operation procedures.
• Ensure excellent interface and support to visitors.
• Manage off-line correspondences and ensure accurate information is communicated to the proper persons.
• Design filing system that supports the seamless operation of the office, including record retention, disposal, and retrieval.
• Actively participate in the planning and execution of events.
• Identify opportunities for process and office management improvements and implement new systems.
• Ensure maintenance of a robust and updated asset management register.
• Ensure all required utilities are provided timely and there are no service disruptions.
• Manage office supplies and ensure efficient usage.
• Ensure that assets of the organization are properly insured.
• Ensure the provision of logistics support to the office when required.
• Efficient management of the fleet of the vehicles.

Procurement

• Prepare and plan for the purchase of equipment, services, and supplies.
• Support the development of tender specifications and performance standards to facilitate procurement of capital equipment, goods and services.
• Follow and enforce organizational procurement policies and procedures.
• Review, compare, analyze products and services to be purchased.
• Coordinate the work of the procurement committee and associated documentation.
• Ensure that all procured items are of high quality and fit for purpose.
• Manage inventories and maintain accurate purchase and pricing records.
• Maintain and update supplier information such as qualifications and product ranges.
• Maintain good supplier relations and assist with contracting.
• Research and evaluate prospective suppliers.
• Facilitate training on procurement, sourcing, contracting responsibilities, ethics, and general guidelines to the team

The Person :

• Bachelor’s degree holder in Social Sciences or Business Administration plus at 7 years’ experience managing complex office /procurement & administrative operations.
• At least 3 years should be in a managerial role.

Preferred Specifications:

• Work experience in NGO / donor funded organization’s
• Procurement certification and membership to a procurement professional body

Most Critical Proficiencies

• Proven office management and administrative experience.
• Strong negotiation skills.
• Excellent time management skills and ability to multi-task and prioritize work.
• Excellent organizational skills including strong attention to detail.

Essential Job Functions and Physical Demands

• Excellent interpersonal skills with the ability to work cooperatively and tactfully with a diverse group of people.
• May require constant sitting and moving, working at a computer for extended periods of time, as well as occasional bending and lifting.
• Outstanding English writing skills and oral communication skills are essential.
• Knowledge of clerical practices and procedures.
• Knowledge of business and management principles.
• Ability to work with sensitive information and maintain confidentiality.