Cluster Office Administrator – Reliever
BOMA is a Kenyan NGO that was started in the drylands of Kenya and continues to provide tailored poverty alleviation programming across Northern Kenya. BOMA is working to lift 3 million people out of extreme poverty by 2027.
BOMA’s mission is to provide the people and governments of Africa’s drylands with economic inclusion programs that increase resilience to multiple crises. Founded 15 years ago to eliminate extreme poverty among pastoralist women in Kenya, BOMA has since transformed the lives of more than 704,352 women, youth and refugees in the drylands of Africa. BOMA stands out for its focus on last mile populations of the drylands of Africa, who are most at risk to shocks from climate change and COVID-19, tech savvy and data driven approach, impressive graduation rate and 99% local structure based in Africa.
The Office Administrator in the Cluster Office is responsible for supporting the Administration and People Function within BOMA’s programmes and operations. The holder of the position is also in charge of all procurement matters within the Cluster Office.
RESPONSIBILITIES
- DUTIES AND RESPONSIBILITIES:
- Procurement Responsibilities
- Responsible for procurement matters within the assigned office cluster collaborating closely with the Procurement and Logistics Manager
- Maintain supplier’s database, contracts, contacts at the Cluster Office Level
- Assist the Head Office procurement team during prequalification of service providers.
- Occasionally review procurement opportunities available at the Cluster level and advice the Procurement and Logistics Manager to ensure value for money.
- Assist in compiling bid analysis for the procurement committee.
- Responsible for submission of procurement documents for payment from the Cluster Office.
- Maintain records and file Requisition and Local Purchase Order.
- Procurement Responsibilities
- Administration Responsibilities
- Responsible for the safety, look and feel of the office including office maintenance/repairs.
- Manages all office supplies and stationery at the Cluster Office.
- Manages all front office services at the Cluster Office.
- Assign/allocate office sitting and working spaces to staff at Cluster Office.
- Responsible for allocation of vehicles to program teams for field travel and follow ups.
- Manages all logistics for the programs including drivers’ schedules, vehicle repairs and services
- Maintain car fuel logs, maintenance and service schedules for all vehicles and motorbikes for the Cluster Office.
- Responsible for ensuring that BOMA cars allocated at the Cluster Office are parked by stipulated time.
- Ensure safety and security of BOMA assets in the Cluster Office and the field.
- Manages and controls petty cash at the Cluster Office.
- Responsible for cash reconciliation and replenishment at the Cluster Office.
- Support budgeting procedures at the Cluster office level.
- Organize travel arrangements for staff within the Cluster office and visiting teams by making necessary bookings.
- Receive and review payment documents submitted at the Cluster office for transmission to Head Office for payment.
- People (HR) Responsibilities
- Responsible for regularly processing of leave applications and updating the leave register for your Cluster office and forwarding the same to the People and Culture Manager for filing
- Receives documentation for new staff/joiners in your Cluster office and ensure it is processed within the set timelines. The same documentation to be sent to the People Operations Assistant.
- Ensure the new staff in your office are onboarded properly by ensuring the staff are properly set up in terms of work tools, e-mails etc.
- Maintaining and updating employee records on soft copies for the staff in your cluster office while maintaining an accurate and updated employee register.
- Support in conducting exit interviews when called upon and assist in managing the exit process/offboarding including employee clearance.
- Assists in the overall recruitment process as guided by the People Operations Coordinator e.g. contacting candidates when recruiting staff at the Cluster office.
- Assists in the co-ordination of staff welfare initiatives e.g. staff trainings in the Cluster office
- Be the first point of contact when solving employee grievances at the Cluster office.
- Conduct performance reviews for your direct reports as per the performance review calendar.
- Identify development and training needs of your direct reports and provide recommendations to the relevant parties.
- DUTIES AND RESPONSIBILITIES:
QUALIFICATIONS
Bachelor’s degree in international development, Economics, Business, Development, Natural Resource Management, Environmental studies and Climate change or a related field required from a recognized institution. Master’s degree in a relevant field desired.
- At least a Bachelor’s degree in International Development, Business Administration/Management or a related field required from a recognized institution.
- Minimum at least three (3) years in administration experience in a busy organization in Northern Kenya preferably Marsabit.
- Excellence interpersonal, oral and written communication and negotiation skills, including expert command of English grammar and AP style.
- Strong planning and organizational skills.
- Excellent computer skills in Word, Excel, PowerPoint, internet, remote conferencing applications.
Interested and suitable qualified candidates to submit their application, including Cover Letter, detailed CV, daytime telephone contact, and three professional referees to 060 Cluster Office Administrator Marsabit -Reliever – BOMA Career Portal (do not include copies of certificates).
Give details of your current salary and the expectation in this position on the body of your Application Cover Letter. The subject line of your application should be clearly marked Cluster Office Administrator Reliever- Marsabit
Applications must be received by 28th January 2025. Late applications will not be considered.
