Office Manager at Tushinde Children's Trust

Job Description. 

Overview. 

The role of the office manager is to ensure the smooth running of Tushinde in order that frontline staff are able to do their essential work protecting children and supporting families. At the same time, the office manager plays an integral role in ensuring donor accountability and transparency. The office manager fulfils this vital role by supporting the whole organisation in human resources, governance, quality assurance and office management, 

Human Resources 

Works closely with the respective line managers in recruitment, new staff induction, staff support and supervision, performance management and appraisals. 

This will include, but may not be limited to: 

• Filing of staff information 
• Recording of annual leave 
• Organising of appraisals 
• Maintain HR folder in Google Docs 
• Preparation of contracts
• Preparation of letters regarding changes of terms and conditions 
• Liaising with health insurers 
• Working with line managers, supervision of PIPs. 
• Coordinate internal training. 
• Induction of new staff 
• Dealing with staff queries and minor issues. 
• Managing monthly staff meetings. 

Quality Assurance 

Reporting directly to the Executive Director, and separate from both the finance department and the programmes department, the office manager is responsible for third party authentication of financial transactions and spot checks of activities. 

This will include, but may not be limited to: 

• Purchasing and procurement : validation of process 
• Negotiation of service contracts 
• Cross checking of payments and authorisation including; payroll, bank payments and petty cash. 
• Field visits for authentication of project activities. 

Office management 

Coordination and oversight of administrative duties in the office 

This will include, but may not be limited to: 

• Maintenance 
• Develop office policies and procedure, and ensure they implemented appropriately ● Manage the office budget 
• Supervision of stock, Manage office supplies inventory and place orders as necessary 
• Liaison with suppliers. 
• Minutes of meetings and assignment of duties 
• Coordination of visitors 

Governance 

Work closely with the Executive Director and Chair of the board to provide administrative support to both boards. This will include, but may not be limited to: 

• Preparation of papers for the board of directors 
• Maintenance of the Kenya board folder in G docs 
• Liaison with the NGO bureau 
• Note taking at meetings. 
• Filing of relevant documents 

Qualifications for Office Manager 

• Bachelor's degree in business administration, communications, or a related field
• 3-5 years of work experience in an administrative/office management role ● Must have exceptional attention to detail
• Strong organisational and time management skills, and ability to prioritise ● Must be a self-starter and driven 
• Excellent communication and interpersonal skills 
• Strong problem-solving skills and analytical abilities 
• Must be proficient with Microsoft Office and Google products 

Reporting line 

The Office Manager will report to the Executive Director. 

Salary Range: 67,360- 83,254 KES per month (gross); comprehensive individual health cover provided as a benefit.