EXTERNAL ADVERT

Job Title: Administration Officer                               

Location: Kenya

Contract: 2 years Fixed Term Contract

Reporting to: Head of Programmes

Please note: We will only accept applications from candidates who have the right to work in Kenya.

Who we are

CAMFED (Campaign for Female Education) is recognized internationally as a leader in girls’ education, for its child protection policy and practice, as a voice for girls’ education and women’s empowerment at the highest levels. Founded in 1993, CAMFED supports young women throughout their primary and secondary school years, into economic training and further education, and onto leadership, as role models, activists, and philanthropists.

Principle Accountability

The Administration Officer role will be based in Nairobi and will report to the Head of Programme.  This role will support administration and office support services in accordance with CAMFED’s administrative systems, procedures, policies, and monitor administrative requirements for both national and field offices.

Specific Accountabilities

• Providing office administrative support to ensure programmes operations are conducted effectively.

• Supporting engagement at CAMFED’s at National and county level by facilitating meetings, note taking, report writing and coordinating and capturing information.

• Coordinate meetings, schedules, and travel arrangements e.g. hotel bookings, transport, visa application processes, communication etc.

• Assist with payments processing and follow up on invoices.

• Capture, maintain and organize records, files, and documentation.

• Ensure compliance with local administrative regulations and company policies.

• Manage general correspondence and communication with relevant stakeholders.

• Support liaison for CAMFED Kenya Board, including document preparation, taking minutes and logistics support. 

• Provide efficient and effective personnel administration support, including travel requirements for CAMFED national and consortium staff.

• Provide line management for administration functions including transport officers and contracted administration staff.

• Fleet management, including fuel calculations.

• Provide office administrative support to ensure organization operations are carried out effectively e.g. office and stores management, office maintenance including coordinating office repairs, maintaining files, etc.

• Oversee the professional manning of the front office/reception, attend to visitors, office support services as necessary, i.e. scanning, printing, photocopying, documentation and filing.

• Manage offices utilities – water, electricity, subscriptions (airtime, internet, daily papers) etc.

• Manage purchase and control of office consumables and other supplies for both the national and field offices.

• Monitor office cameras for national and field offices.

• Management of office assets, maintain an updated asset register, monitor expiry and maintenance dates and ensure timely renewals where applicable.

• General office management and ensure all facilities at national and field offices are in good condition.

• Supervise office cleaning and maintenance services. 

• Prepare annual and quarterly departmental budgets.

• Process/Initiate administration requisitions (PRFs) in the salesforce and ensure office bills are timely paid.

Any other duties assigned by the line manager.

Person Specification

• Experience in administration and/or office management skills

• Motivated to work efficiently with minimal supervision

• Strong organizational and multitasking skills

• Excellent working knowledge of Microsoft Office and Google Suite

• Excellent communication skills.

• Excellent people management skills

• Strong fleet management skills.

• Ability to manage transport officers, office attendants, and contracted administrative staff.

• Proactive approach and ability to work to tight deadlines.

• Strong written and oral communication skills.

Essential

• Strong problem-solving and decision-making skills.

• Ability to work in a fast-paced, dynamic environment.

• Attention to detail and high levels of accuracy.

• The ability to maintain strict confidentiality and handle sensitive information.

• The ability to demonstrate integrity throughout the decision-making process. 

• The ability to develop and maintain positive working relationships and to work in an inclusive and collaborative manner with internal and external stakeholders.

The duties and responsibilities in this role profile are not exhaustive and are subject to change following the needs of the organization.

CAMFED Values

The post holder is expected to live the CAMFED values which are:

• Focus on the girl as a client.

• Partner with the Community.

• Be transparent and accountable.

Equality, Diversity and Inclusion at CAMFED

CAMFED is an equal opportunity employer, committed to creating an inclusive environment for all employees. We welcome applicants from diverse backgrounds, including those from marginalized communities.

All official communication pertaining to job applications and interviews will be exclusively conducted through CAMFED's official channels. These can be found on our website (http://www.camfed.org). CAMFED will never request applicants to pay a processing fee or to provide personal or financial information for recruitment purposes.

CAMFED has a zero-tolerance approach to sexual exploitation, abuse, discrimination and harassment in all forms. All applicants will, therefore, be subject to a comprehensive verification process, which includes background and reference checks, as well as verification of qualifications.