• Based in Nairobi, the Kenya Office Manager will provide office management and top-notch support to the Kenya-based staff. The position holder will be responsible for ensuring organization compliance by country laws. The position offers a great opportunity for leading and managing a country office setup. They will develop and implement the necessary policies and guidelines, manage the office budget, and provide support in processing staff work permits and visas. The successful candidate will lead country-level procurement and support regional-level processes. Responsible for day-to-day office management, the Office Manager will keep records and manage organization assets, provide staff travel support, events, and conferences management support, and act as the office wellbeing ambassador.  
• The Office Manager will have sound judgment; be extremely organized, proactive, and flexible; able to meet multiple deadlines and set priorities; and have superior communication skills. The ideal candidate for this role will be a problem-solver who is responsive, thorough, and excited about helping people. If you’re energized to support a dynamic mission-driven organization that transforms health care delivery, we encourage you to apply for this position.

Duties and Responsibilities 

Administrative and Facilities:

• Serve as the first point of contact for the VillageReach Kenya Office. Oversee guest experience, manage and direct office mailing and communication.
• Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate partners (Finance, People, IT, etc.).
• Work closely with the People team to prepare for and be ready to promptly respond to emergent situations. Serve as Kenya Office Wellbeing Ambassador.
• Support in the onboarding process for new staff
• Responsible for arranging and coordinating in-house and off-site conferences, retreats, and other official staff events. Support the Head of Office in the coordination of staff meetings.
• Maintain regular and timely communication with global teams on Kenya’s administrative and operational matters.

Compliance and Registration:

• Work with the designated Head of the Kenya Office to ensure all VillageReach activities adhere to the laws and regulations of Kenya and, the requirements of the Ministry of Health, and meet the overall operational standards of VillageReach and its funders.
• Ensuring VillageReach remains compliant and maintains the necessary registrations and licensees with bodies like OSHA, NITA, county permits, and the government.
• Work closely with the appointed immigration consultant to manage Other Country Nationals’ visa and work permit processes. Keep a record of staff visa and work permit timelines and renewal dates.

Procurement, IT Support, and Asset Management. 

• Manage safe storage and keep a record of updated organization assets and work closely with IT in the procurement of equipment, appliances, and furniture. Support regional procurement and shipping processes.
• Oversee the administration and management of service provider contracts and management of office supplies.
• Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors.

Staff Travel  

• Work in tandem with VillageReach travel agency to support travel arrangements for VillageReach employees and guests. Administer VillageReach’s internal travel approval process and act as a liaison for the coordination of travel with travel agents and employees.
• Be the focal point person for visa application processes, accommodation, and local transportation for VillageReach visiting staff
• Contribute to the ongoing improvement of travel policy and processes.

Finance Support:

• Manage office budget. Keep track of purchase requests, and maintain procurement and financial documents and supporting files including approvals and coding.
• Manage bank and credit card reconciliations and ensure timely reporting.
• Work closely with the finance team to ensure timely payments for office space and to service providers.

Requirements

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Supervisory Responsibilities:

This position may supervise one Office Assistant.

Education & Experience:

• Bachelor’s degree in Administration, project management, finance, and accounting or a related study or equivalent education and experience.
• 5- 7 years of relevant experience is required with at least 1-2 years working in an international organization in a similar role preferred.
• Good experience and understanding of registration and compliance regulations in Kenya.
• Good understanding and knowledge of working with the immigration department on staff work permit and visa processes preferred.
• Strong organizational skills, and ability to multitask, prioritize, and meet deliverables.
• Demonstrated experience in coordinating staff travel, event planning and coordination
• Experience in accounting and expense management.
• Experience managing procurement processes, asset management, and vendor contract management.
• Excellent written and verbal professional communication abilities.
• Fearless in embracing office technology, including demonstrated ability to easily adapt and train others on new tools and processes.
• Flexible and patient with the ability to respond quickly to changing priorities.

Other Qualifications:

• Comply with VillageReach’s COVID-19 vaccination policy which requires full vaccination for in-person work or travel.
• Established cultural competency in partnering with racial, cultural, and linguistically diverse groups.
• Demonstrated understanding of challenges with working in rural, underserved, and low-income contexts; experience living in and/or working in a low-income country a plus.
• Proficient in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel) and comfortable in a fast-paced technical environment; familiarity with Dropbox, Microsoft 365 Admin Center, and Concur a plus.
• Fluent in English; proficiency in French or Portuguese preferred.

How To Apply

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