Roles and Key Responsibilities:\u00a0<\/p>\n
Front Office and Financial Administration:<\/p>\n
\tCoordinate and oversee Nairobi front office operations, ensuring a professional, welcoming, and well-organized reception environment for staff, partners, and visitors.
\n\tProvide responsive and professional visitor support by managing inquiries and directing them appropriately, enhancing organizational reputation and service delivery.
\n\tPrepare, review, and track payment schedules for office utilities and service providers (including telecommunications, courier, and transport vendors), ensuring accuracy and timely submission to Finance.
\n\tValidate payment documentation, follow up on pending payments, and maintain accurate records to support financial accountability.<\/p>\n
Administrative Operations & Service Delivery:<\/p>\n
\tSupport planning, coordination, and monitoring of administrative functions to ensure efficient, cost-effective, and high-quality service delivery in line with agency standards.
\n\tMaintain and strengthen administrative systems, processes, and documentation to ensure compliance with CRS policies, donor requirements, and local regulations.
\n\tManage office supplies and inventory control systems, ensuring optimal stock levels.
\n\tSupervise and coordinate outsourced service providers (cleaning, sanitary services) to ensure compliance with service level agreements.
\n\tLiaise with facilities management on office maintenance, repairs, and safety compliance to ensure a secure and functional working environment.
\n\tCoordinate issuance and tracking of staff voice and data SIM cards, ensuring proper documentation and accountability.
\n\tManage incoming and outgoing mail and courier services, maintaining detailed tracking logs.
\n\tEnsure proper filing and record management of administrative documentation for easy retrieval and audit readiness.
\n\tSupport onboarding processes for new staff.<\/p>\n
Travel, Logistics & Visitor Support:<\/p>\n
\tProvide comprehensive travel and logistics coordination, including flight bookings, accommodation arrangements, transport scheduling, and travel documentation guidance.
\n\tServe as a key focal point for Kenya, regional and HQ visitors, coordinating accommodation, airport transfers, telecommunications, and in-country logistics in collaboration with the Procurement team.
\n\tSupport organization of workshops, meetings, conferences, and retreats by coordinating venues, participant lists, transport, and materials.
\n\tOn request, support the coordination of medical evacuations to Nairobi, working closely with the Health\/Safety\/Security Unit.
\n\tMaintain and regularly update the Kenya Visitor Briefing Book; facilitate orientation for new regional staff and long\u2011term visitors on relevant policies and procedures.<\/p>\n
Stakeholder & External Relations:<\/p>\n
\tMaintain effective working relationships with government offices, regulatory authorities, service providers, travel agents, hotels, and external partners to ensure smooth administrative operations.
\n\tMonitor compliance requirements and ensure relevant licenses, permits, and documentation remain valid and up to date.<\/p>\n
Procurement & Supply Chain Administrative Support:<\/p>\n
\tReview and verify Request for Goods and Services (RFGS) submissions for completeness and accuracy before raising requisitions in the system.
\n\tGuide staff on proper documentation and compliance requirements to strengthen procurement efficiency and accountability.
\n\tSupport processing of duty exemption documentation and DA1 certificates through the KenTrade Portal, maintaining accurate tracking records.
\n\tAssist the procurement team with duty exemption applications for imports and coordinate the preparation of export or clearance documents with clearing agents.
\n\tPrepare Customs DA1 documents for goods in bonded warehouses, monitor approvals from KRA Customs, and communicate updates to vendors and clearing agents.
\n\tBackstop Supply Chain functions by receipting goods and services in Insight upon confirmation of deliverables and milestones.<\/p>\n
Required Languages\u00a0–\u00a0Excellent\u00a0written\u00a0and\u00a0verbal English<\/p>\n
Travel\u00a0–\u00a0Must be willing\u00a0and\u00a0able\u00a0to\u00a0travel\u00a0up\u00a0to\u00a010%\u00a0to\u00a0field\u00a0office locations.<\/p>\n
Knowledge, Skills and Abilities\u00a0\u00a0<\/p>\n
\tVery\u00a0good\u00a0planning,\u00a0organizational\u00a0and\u00a0time\u00a0management skills
\n\tAbility\u00a0to\u00a0make\u00a0sound\u00a0judgment\u00a0and\u00a0good\u00a0decisions
\n\tStrong\u00a0customer\u00a0service\u00a0orientation\u00a0with\u00a0very\u00a0good\u00a0communication\u00a0and\u00a0interpersonal\u00a0skills
\n\tEthical\u00a0conduct and\u00a0ability\u00a0to\u00a0maintain\u00a0confidentiality
\n\tProactive,\u00a0resourceful,\u00a0solutions-oriented\u00a0and\u00a0results-oriented<\/p>\n
Supervisory Responsibilities-None<\/p>\n
Key Working Relationships:\u00a0\u00a0<\/p>\n
\tInternal:\u00a0CRS Kenya staff, ESARO Staff, all other Country Programs in the Region and HQ departments
\n\tExternal:\u00a0Vendors, Service providers, Corporate Travel, UNHAS, Consultants, Health providers, Embassies, Consulates, Government bodies, Local Partners, faith-based actors and other stakeholders.\u00a0<\/p>\n
Qualifications<\/p>\n
Education and Experience:<\/p>\n
\tBachelor\u2019s Degree in Business Administration, Management or any other related field
\n\tMinimum\u00a0of\u00a03-5\u00a0years\u2019\u00a0work\u00a0experience\u00a0in\u00a0administrative\u00a0support\u00a0functions, preferably within an\u00a0international NGO or donor-funded program
\n\tDemonstrated office management experience, including oversight of facilities, fleet, and vendor management. Experience supporting multi-country operations or regional offices highly preferred.
\n\tProven experience and strong proficiency in the MS Office suite (Excel, Word, PowerPoint, Visio) and in using information management systems.<\/p>\n
Apply Through:<\/p>\n
eipn.fa.us2.oraclecloud.com<\/p>\n","protected":false},"author":2,"featured_media":0,"template":"","meta":{"_promoted":"","_job_location":"","_application":"http:\/\/eipn.fa.us2.oraclecloud.com","_company_name":"Catholic Relief","_company_website":"http:\/\/www.crs.org\/","_company_tagline":"Catholic Relief Services (CRS) is an international non-governmental organization supporting relief and development work in over 99 countries around the world. CRS programs assist persons on the basis of need, regardless of creed, ethnicity or nationality and works through local church and non-church... read more partners to implement its programs. CRS has been helping poor, vulnerable families improve their lives through orphans and vulnerable children, agriculture, health, microfinance, and WASH programming in Kenya since 1965.","_company_twitter":"","_company_video":"","_filled":0,"_featured":0,"_remote_position":0,"_job_salary":"","_job_salary_currency":"","_job_salary_unit":""},"job_listing_region":[692],"job-categories":[711,715,693],"job-types":[687],"class_list":{"0":"post-91928","1":"job_listing","2":"type-job_listing","3":"status-publish","4":"hentry","5":"job_listing_region-nairobi","7":"job-type-full-time"},"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/job-listings\/91928","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/job-listings"}],"about":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/types\/job_listing"}],"author":[{"embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/users\/2"}],"wp:attachment":[{"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/media?parent=91928"}],"wp:term":[{"taxonomy":"job_listing_region","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/job_listing_region?post=91928"},{"taxonomy":"job_listing_category","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/job-categories?post=91928"},{"taxonomy":"job_listing_type","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/kenya\/wp-json\/wp\/v2\/job-types?post=91928"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}