- The Administration Officer will be responsible for the efficient day-to-day administration and operational functioning of AFC's Kenya Regional Office, ensuring consistently high standards of support to AFC staff, clients, partners and other stakeholders.
- The role will cover office and facilities administration, human resources coordination, institutional and regulatory administration, immigration and protocol support, vendor management, travel, logistics and hospitality. The incumbent will also coordinate administrative processes required to maintain AFC's legal and operational status, privileges and immunities in Kenya, working closely with relevant Head Office functions.
- The Administration Officer will report to the Director and Head of the Kenya Regional Office, with a dotted-line reporting relationship to the Director, Human Resources, and will work closely with AFC's Legal, Finance, Tax, Administration, Procurement, ICT, Corporate Communications, Security and other relevant functions.
Key Duties and Responsibilities
Office Administration & Business Support
- Manage the day-to-day administrative operations of the Regional Office and ensure the office operates efficiently, professionally and in accordance with AFC standards.
- Manage the front-office function and ensure clients, government officials, partners, AFC staff and other visitors are appropriately received and supported.
- Coordinate meeting rooms, correspondence, office access, supplies, records and other administrative requirements.
- Coordinate the management and maintenance of office premises, furniture, equipment, utilities and other facilities.
- Liaise with landlords, property managers, maintenance providers and other facilities-related service providers.
- Maintain appropriate office asset, equipment and administrative records.
- Provide administrative and logistical support to the Director and Head of Regional Office, visiting executives and AFC staff.
Institutional, Regulatory & Government Administration
- Serve as the Regional Office administrative focal point for registrations, approvals, permits, notifications, exemptions and other requirements necessary for AFC's continuing operations in Kenya.
- Maintain an up-to-date register and calendar of institutional, regulatory and administrative requirements, including filing, expiry and renewal dates.
- Coordinate with Legal and other relevant AFC functions on administrative matters arising from AFC's Host Country Agreement, privileges and immunities and related government requirements.
- Coordinate submissions and administrative follow-up with the Ministry of Foreign and Diaspora Affairs, Directorate of Immigration Services, Kenya Revenue Authority, Nairobi County Government and other relevant authorities.
- Coordinate applicable operating permits, exemptions, registrations, insurance and other administrative requirements.
- Maintain secure and complete records of institutional and regulatory documentation and promptly escalate matters requiring specialist legal, tax or regulatory interpretation.
Human Resources, Immigration & Privileges Coordination
- Serve as the Regional Office's principal administrative liaison with AFC's Human Resources function.
- Coordinate onboarding, offboarding, relocation and settling-in arrangements for staff assigned to Nairobi.
- Coordinate immigration and residency requirements for international staff and eligible dependants, including applications and renewals for relevant permits, passes and visas.
- Coordinate applicable KRA and other statutory administrative processes in conjunction with Human Resources, Finance, Tax and Legal.
- Liaise with approved immigration, relocation, protocol, customs and consular service providers as required.
Vendors, Assets, Travel & Logistics
- Coordinate the engagement and day-to-day management of approved vendors and outsourced service providers.
- Maintain appropriate records of vendors, contracts, agreed service standards, renewal dates and key contacts.
- Coordinate business travel, accommodation, airport transfers, local transportation, protocol and other logistical arrangements for Regional Office staff and AFC personnel visiting Kenya.
- Maintain appropriate records and support documentation relating to travel, transportation, hospitality, vendors and office assets.
Administrative Controls, Reporting & Head Office Coordination
- Support preparation and monitoring of the Regional Office administrative and operating budget.
- Maintain trackers covering institutional registrations, immigration requirements, contracts, insurance policies, assets and recurring administrative obligations.
- Maintain effective working relationships with Human Resources, Legal, Finance, Tax, Administration, Procurement, ICT, Corporate Communications, Security and other relevant Head Office functions.
- Identify opportunities to improve efficiency, service quality and cost effectiveness across Regional Office operations.
- Perform other duties as may be assigned by the Director and Head of the Kenya Regional Office.
Competency & Skill Requirements
- Strong organizational, planning and administrative-management skills with the ability to manage multiple priorities and deadlines.
- Excellent interpersonal and stakeholder-management skills, including interaction with senior executives, government officials and external service providers.
- Strong service orientation, problem-solving ability and attention to detail.
- Good understanding of administrative controls, procurement processes, invoice administration and budget monitoring.
- Excellent written and verbal communication skills.
- Ability to operate effectively within a lean team, exercise sound judgement and take ownership with limited supervision.
- Knowledge and experience of the Nairobi corporate, government and institutional environment would be advantageous.
- Fluency in written and spoken English is mandatory.
Key Performance Indicator
- Effective and uninterrupted operation of the Kenya Regional Office.
- Maintenance of required registrations, permits, exemptions, insurance and institutional documentation in good standing.
- Accuracy and completeness of institutional, staff, asset and administrative records.
- Quality and responsiveness of administrative, travel, protocol and visitor-support services.
- Effective vendor and outsourced service-provider performance.
- Administrative expenditure maintained within approved budgets and AFC policies.
- Successful logistical delivery of meetings, official visits and Regional Office events.
Minimum Qualifications & Other Requirements
- First Degree in Business Administration, Management, Human Resources, International Relations, Public Administration, Law or a related discipline.
- Experience within an international organisation, development finance institution, diplomatic mission, multinational organisation, financial institution or professional-services environment would be advantageous.
- Minimum of 3 to 4 years of progressive relevant experience in administration, office operations, human resources coordination, institutional administration, executive support or a related function.
- Position is Nairobi, Kenya based.
- The role requires interaction with Kenyan government agencies, protocol officials and external service providers.