Job description

Administration Jobs, Kenya Red Cross Society Jobs. Responsible for coordinating regional administration and finance operations, monitoring expenditure, maintaining accurate records, and ensuring compliance with organisational policies and donor requirements. Requires a degree in Finance, Accounting, Business Administration, or a related field. This is a full-time, on-site position based in Nairobi.

Purpose

Ensuring the efficient, effective and timely administration and day-to-day running of the Regional Office. The Regional Admin and Finance Officer shall serve as a key focal point for practical arrangements for DRC staff, delegates and visitors, including travel, visas, accommodation, meetings, onboarding and other administrative requirements. Maintain regular coordination with the Kenya Red Cross Society (KRCS).

Key Responsibilities

Administration & Office Management (30%)

Ensure implementation of DRC administrative procedures within the Regional Office and provide guidance to DRC staff on administrative matters, including purchasing, housing and other relevant policies
Facilitate the purchasing of office supplies and other routine office requirements
Follow up on issues related to the regional office driver, vehicle maintenance/repairs and fuel as neccesary
Carry out administrative tasks related to filing, documentation and asset management
Assist DRC staff with scanning, copying and other routine administrative needs
Ensure that the DRC welcoming note and relevant KRCS security guidance are kept updated and shared with visitors prior to arrival
Maintain and regularly update contact lists and holiday planner for DRC staff in Africa
Maintain and regularly update DRC Africa Regional organogram
Maintain an updated repository of relevant KRCS administrative and logistics templates, including requisitions, goods receiving notes, working advance settlements and cash refund forms

Coordination, Logistics & Operational Support (20%)

Contribute to efficient communication, coordination and harmonisation of administrative processes between the Regional Office and the Kenya Country Office
Support the planning and follow-up of office, regional office and regional meetings, including preparation of invitations, agendas, maps and minutes
Liaise with relevant KRCS colleagues on services provided to DRC staff under the KRCS service agreement and follow up on outstanding issues
Support DRC visitors to Kenya with practical arrangements, including visa processes, accommodation and airport transfers
Coordinate with KRCS on residence and maintenance-related issues affecting regional office staff and delegates
Follow up with KRCS on work permits permits for incoming delegates
Maintain regular day-to-day communication with the Deputy Head of Region, Regional Finance Coordinator, DRC delegates and headquarter staff, relevant KRCS colleagues and visitors to Kenya

Staff Support and HR (20%)

Provide practical administrative support to DRC staff and delegates based at or supported by the Regional Office
Support incoming staff and delegates with onboarding-related administrative arrangements, including accommodation, work permits and other practical requirements (phone, IT equipment) in liaison with HQ Training & Deployment team and Regional HR Partner
Provide guidance to staff on relevant administrative policies and procedures
Follow up on staff-related administrative issues with KRCS and other relevant service providers
Track staff leave for the Regional Office
Facilitate a smooth and consistent administrative experience for DRC staff and visitors across the Regional Office

Financial & Compliance Support (15%)

Assist the Regional Finance Coordinator with filing financial documentation in Atlas
Conduct the monthly count of Regional Office petty cash together with the Deputy Head of Region
Assist the Head of Region in reviewing expenses and travel claims
Assist with booking Regional Office expenses in KOMPAS
Facilitate working advances for DRC Regional Office staff upon request
Support the Regional Finance Manager and Head of Region with routine financial administration and follow-up
Ensure that financial and administrative documentation is properly maintained and available for review

Communication & Reporting (15 %)

Maintain effective day-to-day communication with the Deputy Head of Region and Regional Finance Coordinator.
Coordinate regularly with DRC delegates and staff under the Regional Office
Liaise with relevant staff of the KRCS Headquarter regarding services provided under the KRCS service agreement
Communicate with DRC visitors to Kenya regarding their administrative and logistical arrangements
Escalate administrative, logistical, security or financial issues requiring management attention to the appropriate focal point

Miscellaneous (5 %)

Other duties related to administration, logistics, coordination or financial support as assigned by the Deputy Head of Region and/or Regional Finance Coordinator.

Qualifications

Education

Bachelor’s Degree in business administration, Management, or related area or equivalent through minimum 5 years of experience
CPA 2 certificate

Experience

Minimum 4 years relevant working experience in administration
Work experience with other international organizations, large NGOs and/or governmental development agencies
Proficient in Microsoft Office, particularly Outlook, Word and Excel Daily electronic filing and archiving of financial and administrative files

Knowledge and Skills

Accuracy and fine attention to detail
Fully computer literate: able to maintain trackers, databases, contact lists and administrative records, able to manage electronic filing systems and shared folders, comfortable using online platforms for travel, visas, meetings and administrative processes, able to quickly learn and use DRC/KRCS digital systems and tools.
Organized and self-starter in work prioritizing
Excellent customer service skills; experience of minimum 2 years in the service industry, in an administrative position or at a reception
Strong diplomatic communication skills both written and verbal
Excellent organization and coordination skills
Ability to work with tight deadlines and handle multiple tasks

Languages

Fluently spoken and written English
Good command of Swahili

Attitudes

High degree of integrity, discretion and personal conduct
Flexible, self-motivated, proactive with good judgement and initiative
Excellent interpersonal, verbal and written communication skills
Able to work in a team and work under minimum supervision
Teamwork, national society relations, communications and professionalism

How to Apply

Click here to apply

Regional Administration & Officer Job KRCS