Senior Administration Officer at Kisumu Medical and Education Trust (KMET)

Job Purpose

• The Senior Administration Officer will oversee and manage all administrative operations within the organization. They will ensure efficient systems and processes are in place to support the organization’s goals and compliance requirements, while providing leadership to administrative staff and supporting interdepartmental coordination.

Key Responsibilities

Administrative Management

• Oversee day-to-day administrative operations and office management.
• Develop and implement efficient administrative systems, policies, and procedures.
• Ensure compliance with NGO policies and relevant national regulations.
• Maintain accurate and up-to-date documentation, records, and filing systems (digital and physical).
• Manage correspondence and ensure timely responses to internal and external stakeholders.

Asset & Facility Management

• Supervise the management and maintenance of offices facilities and equipment.
• Ensure inventory control and asset register and tracking systems are up-to-date.
• Coordinate procurement and vendor relationships in line with procurement policies.

Staff Supervision & Support

• Supervise administrative staff including Office Assistants, Cleaners, and Drivers.
• Provide guidance and training to ensure staff understand policies and procedures.
• Conduct regular performance evaluations for administrative personnel.

Event & Travel Coordination

• Organize logistics for meetings, workshops, events, and training sessions.
• Coordinate staff travel and accommodation, ensuring cost-efficiency and safety.
• Maintain travel and events documentation for accountability and reporting

Safety & Security

• Support the training and implementation of health, safety, and security protocols for staff and all facilities.
• Act as a liaison for emergencies and coordinate with security providers when needed.

Budgeting & Reporting

• Prepare and monitor the administrative budget, ensuring cost-effectiveness.
• Assist in audits and ensure administrative documentation is audit ready.
• Prepare regular reports on administrative operations compliance, risks, and recommendations.

Qualifications and Experience

• Bachelor’s degree in business administration, Management, or related field. A Master's degree is an added advantage.
• Minimum of 5–7 years of progressive experience in administration, preferably in the NGO sector.
• Proven ability to manage administrative teams and office operations.
• Knowledge of NGO operations, donor compliance, and procurement procedures.
• Strong organizational, leadership, and interpersonal skills.
• Excellent written and verbal communication skills
• Proficiency in MS Office Suite and administrative software/tools.

Core Competencies

• High integrity and accountability
• Strong planning and problem-solving abilities
• Attention to detail and accuracy
• Ability to work under pressure and meet deadlines
• Team leadership and motivation
• Cultural sensitivity and commitment to diversity

Desirable Attributes

• Knowledge of local laws, policies and regulations affecting NGOs
• Experience working in development programs
• Familiarity with major donor compliance (e.g., USAID, Foundations etc)