(KShs 130K – 150K) Regional Office Administrator Job Vacancy at Marie Stopes International in Nairobi Kenya December 2013
The key responsibility of the Regional Office Administrator is to ensure the smooth running of the Marie Stopes International (MSI) Regional Office in Nairobi, and to provide administrative and operational support to the International Programmes Team staff, both those based in Nairobi and those in nested positions in country programmes across Africa.
The Regional Office Administrator will report to the Deputy Regional Director (DRD) for an initial period of 6 months, after which the organisational framework will be reassessed.
Job Title: Regional Office Administrator
MSI is a marketing-focused, resulted oriented social business that uses modern management and marketing techniques to provide quality family planning and reproductive health services in more than 41 countries worldwide.
The primary responsibility of this role is to further MSI’s Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE.
It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES: mission driven, customer focused, results orientated, pioneering, sustainable and people centered
Key Responsibilities
Office Management – Facilitate the efficient and cost-effective day-to-day running of the MSI regional office, including but not limited to the following responsibilities:
- Identify and assess potential providers for outsourced services, such as cleaning, maintenance and repair, and oversee maintenance of the property and all equipment, including IT, printing and related equipment;
- Manage implementation of and compliance with the lease agreement and insurance policies;
- Oversee ordering and maintenance of stock levels of communal office supplies, including cleaning and catering supplies;
- Oversee maintenance and cost-effective running of vehicles, bringing any discrepancies to the attention of the DRD;
- Ensure that all procurement of goods and services is managed in accordance with MSI regional office policies and procedures (which shall from time-to-time cross-refer to MSK procurement policies as per the corporate services agreement with MSK). Maintain duplicate files of procurement records for office management in the regional office;
- Code all shared costs for the running of the regional office to the appropriate approved IPD and HMT annual regional office budgets as per the agreed percentage;
- Process payments for contractors and suppliers to the regional office, including payment of rent and utilities. Liaise with the MSK finance officer to ensure timely processing of invoices. Maintain duplicate files of financial transactions for office management in the regional office;
- Obtain on a monthly basis a budget versus actual report from the MSK finance officer in regard to the regional office budget (IPD and HMT);
- Develop and implement equitable and efficient systems for use of shared resources such as the boardroom and skype booths;
- Ensure that accurate and full records related to all aspects of office management are maintained in an efficient filing system, and that all relevant MSI administrative and financial policies in regard to record-keeping are adhered to, including for internal/ external auditing purposes;
- Ensure office (and storage areas) are kept clean and tidy, greet visitors and suppliers, answer landline telephone, maintain a record of staff travel movements, including notifying team members in advance of external visitors to the regional office;
- Oversee office security and implementation of office security protocols, including access and provision of security services outside of working hours;
- Maintain, update and regularly circulate contact information, including all regional office staff (including HMT and IPD staff nested in other regions) and key MSK staff;
- Arrange a monthly meeting to provide the DRD and HMT Associate Director with a brief overview of issues, spend and trends related to the operation of the regional office.
External representation and relations – Act as the primary day-to-day liaison with Marie Stopes Kenya (MSK) in regard to the corporate services provided by MSK to MSI, including IT, finance and procurement support, as per the corporate services agreement between these entities. Act as the primary liaison with the landlord and maintain a productive working relationship with the landlord. Act as the primary liaison with MSI suppliers and contractors.
Measures
- Interruptions to office work due to administrative issues are limited to those outside of MSI’s control.
- Cost-effective management of the regional office so that running costs do not exceed 10% of the approved budget.
- Office contents and equipment are fully insured and used for their full operational life as a result of consistent quality. maintenance and proper use.
- Fleet maintenance and running costs are improved compared to previous years.
- Unqualified external audit, and no major issues identified in the internal audit.
- Duplicate and full sets of records exist for all procurement and payment for goods and services required for office management.
- Monthly budget versus actual reports are produced and analysed.
- Security risks to staff and assets are minimised through effective implementation of the office security protocols.
- Visitor perception of the regional office is that MSI is invested seriously in its presence on the African continent, and operates as an efficient, effective, results-driven and client-focussed social business.
- Driver’s time is well-utilised so that he provides office support when not driving.
- Support services are provided in a timely and efficient manner.
- MSK corporate services agreement is applied as per MoU. Responsive relationships with suppliers.
(The IPD team includes the management and support staff based in Nairobi, as well as the regional advisors based in Nairobi and elsewhere, e.g. Accra, Freetown, Lusaka, London.)
Travel – Through Diversity Travel in London, make travel arrangements for management and support staff in the Nairobi regional office, including flights, airport transfers, calculation of per diems, etc. When circumstances require it, also provide this support to regional advisors. Advise on and arrange visas for travel for all staff in the team.
Other logistics – Make necessary arrangements for visitors/ consultants, including arranging hotel bookings, airport/ hotel transfers where necessary, meeting schedules, and visa letters for arrival in Kenya. Provide administrative and logistical support for MSI/ IPD workshops hosted in Kenya, as well as IPD regional team events outside of Kenya, including identifying and booking suitable venues, arranging equipment, organising lunch and tea breaks, organising social activities, etc.
Team communication – Maintain and communicate on a weekly basis a staff movement calendar for the entire team. Arrange monthly team meetings. Set up monthly meetings/ skype calls between the DRD and each regional advisor. Liaise closely with the IPD ESA and WALA team coordinators in the London office.
HR administration – Provide required information to MSK for timely processing of the local staff payroll. Organise the induction of new team members to MSI administration and HR policies. Lead the application for special passes and work permits for new staff, and follow up regularly to ensure timely results. Process and keep leave records for all team members (maintain duplicate records where necessary), and keep a leave roster for all staff. Track attendance of Nairobi-based staff.
Finance – Monitor the regional office bank account, ensuring appropriate cash flow through timely advance requests, and regularly coordinate with MSK’s finance team on posting and reporting in SUN. Process any local payments for contractors or suppliers for the IPD team, and liaise with the MSK finance officer to ensure timely processing of invoices. Obtain on a monthly basis a budget versus actual report from the MSK finance officer in regard to the entire IPD regional office budget, including shared office management costs. Process and keep records of expense reports for team members (maintain duplicate records where necessary). Provide guidance and support in the processing of expense claims, where appropriate.
TA coordination – Provide support to the TA Regional Coordinator during busy times. Learn how the TA database works and how coordination is done so that short-term support can be provided when the TA Regional Coordinator is sick/ on leave.
Other tasks – Provide PA support to the DRD as required, including diary management, setting up meetings, travel arrangements including per diem calculations, and processing of expense claims.
- Travel is managed so that there is minimal loss of professional time for staff members as a result of poor planning or administrative matters.
- Visas issued in a timely manner so that any changes to the TA database due to administrative reasons are minimised.
- The logistics for visitors and workshops are well-managed, with little intervention required from management.
- Improved communication between team members, especially those in nested positions.
- Local payroll is accurately processed without delays.
- Work permits/ special passes are issued within 8 weeks and 4 weeks respectively.
- Basic financial management complies with MSI policies, including improved oversight of expense claims.
- Cashflow ensures uninterrupted operations.
- Leave is managed in a manner that the ability of the team to continue to operate is not adversely affected.
- Office continues to run effectively when the Regional Office Administrator is on leave, and during very busy times.
Develop an excellent working relationship with the HMT Regional Office Team Coordinator, who shall assume the role of Regional Office Administrator when required (e.g. sick or annual leave), and shall cooperate and assist in regard to office management tasks during busy times.
Any additional duties as necessary and directed by the Deputy Regional Director.
Qualifications:
University degree in business management, social science or a related field from a recognised university.
Experience:
Minimum 5 years’ experience in office administration in the business or NGO sector is essential, including at least 2 years in a senior office administration or management capacity.
Skills:
- A high standard of written/spoken English.
- Excellent interpersonal skills, including ability to work effectively in a multi-cultural team and build relationships throughout and at all levels in the organisation.
- Demonstrated team player.
- Excellent organisational skills.
- Ability to multi-task, prioritise effectively and meet changing or multiple demands and deadlines.
- Ability to remain calm under pressure.
- Demonstrated high attention to detail and ability to follow through tasks to completion.
- Ability to work without close supervision and show initiative.
- Demonstrated ability to maintain confidentiality of information.
- Advanced computer skills, especially Microsoft Office. Knowledge of using databases is an advantage.
Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
Initiative – Thinking ahead and taking action to make the most of opportunities by finding the optimum solution.
How to Apply
Applications quoting the position title with detailed CVs with contact details of 3 referees (1 of which should be immediate, 1 former supervisor and any other) should be submitted to:
People and Development Dept
pd@mariestopes.or.ke
Marie Stopes Kenya
On or before 25th December, 2013
Only shortlisted candidates will be contacted
NB: Please clearly indicate on the subject line as ‘Regional Office Administrator’
Marie Stopes International is an equal opportunity Employer