Operations & Administration Officer

Position Overview:

• The Operations and Admin Officer is responsible for ensuring smooth administrative and logistical operations within the organization. This role encompasses coordinating travel logistics, organizing company events, overseeing asset management, and providing occasional support for procurement activities as needed.

Key Responsibilities:

Administrative & Logistics Management (40%)

• Plan and organize company events, ensuring all logistics are handled efficiently.
• Monitor and optimize logistics processes to minimize costs and enhance operational efficiency.
• Manage travel logistics by arranging and coordinating travel plans, including transportation bookings, visa arrangements, accommodations, etc.
• Team Leadership for the Program offices Admin staff and coordination with the drivers and security team for smooth operations.
• Conduct administrative aspects of new staff onboarding, ensuring new employees understand office protocols and how to engage with the Admin team
• Handle special projects and coordination of cross cutting tasks assigned by the Managing Director for instance Happiness Audits, Inservice, Goat parties and Kenya all staff meetings

Asset & Facilities Management (30%)

• Oversee office management with oversight from the Country Operations Manager for all field office locations
• Support office build-outs, facilitating necessary resources and coordination for all offices.
• Manage inventory of the company’s non-technology assets, including acquisition, asset tagging/register, maintenance, and disposal.
• Maintain records of maintenance activities, warranties, service agreements, and facility-related documentation such as licenses, permits.
• Ensure that company vehicles are insured at all times and collaborate with the Security Focal Point for proper maintenance and compliance (e.g., vehicle inspection certificates).

Procurement Support (30%)

• Provide support in the procurement process as needed, collaborating with relevant departments to identify procurement needs.
• Assist in the management of purchase orders, tracking all purchases, processing payments, and ensuring timely delivery.
• Help resolve issues related to orders, deliveries, and invoicing in coordination with finance leads.
• Support in maintaining relationships with suppliers and service providers, focusing on responsible procurement practices.
• Collaborate with the Country and Regional procurement teams as needed.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Proven experience in operations management, administration, or logistics.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in using office software and inventory management systems.
• Ability to work independently and as part of a team.

Working Conditions:

• This position may require occasional travel to various office locations.
• Flexibility to accommodate the dynamic needs of the organization.

COMPETENCIES;

• Manages Diverse Relationships – Relates well to a wide variety of personalities, values differences, and communicates effectively across diverse communication styles, cultures, and backgrounds.
• Takes initiatives to Deliver – Thinks several months in advance, prioritizes objectives, implements reliably, and quickly identifies what will help or hinder goal accomplishment.
• Proficient in Technology – Uses technology effectively to work efficiently and achieve desired outcomes.

Benefits

This role is inside a high-growth, mission-driven social enterprise. By joining, you’ll access:

• Meaningful work that directly contributes to sustainable livelihoods and job creation across East and Central Africa.
• Competitive salary, and potential Performance-based bonus
• Incredible company culture, with opportunities for learning and growth
• Diverse colleagues across the region, and policies that demonstrate commitment to equity and inclusion
• A dynamic and entrepreneurial team environment committed to innovation and social impact
• Health insurance for self and family
• Staff savings and provident fund, negotiated bank rates for long-term employees
• Generous annual leave, parental leave, and sabbatical options.