Administration Officer/Business Support

This position entails offering support to specific aspects of Administration, Supply Chain and support at livelihoods resource center in Rongai. This covers office administration, Human Resource and Supply Chain department. The officer will also be responsible for client support at the Livelihood Resource Centre.

Responsibilities

Reception Coverage and Mailing Services
Receive and screen all incoming calls, visitors and forward to respective officers.

Make calls on behalf of staff as requested and maintain accurate log of calls and account for this on telephone bills.

Record and deliver telephone messages.

Ensure reception is always neat. Promptly attend to visitors ensuring no crowding at the reception area.

Always ensure reception coverage and accurate handover when you are away.

Receive all incoming mail and distribute to staff.

Prepare and dispatch all outgoing to the field mail.

Log incoming invoices, sign and dispatch to the relevant staff.

Act as focal point of courier services and advise of any issues arising.

Ensure timely renewal of IRC subscriptions e.g. fire inspection certificates for Rongai office.

Be in charge office supplies, budget and coordination of office transport requests.

Provide Administrative support to substantial departments as requested.

Support with office supply chain needs, raising of PRs as requested by program staff and support with Administrative requests.

Supervise the Office Assistant and ensure that roles are well executed.

Client Registration and Business Support

Case work management in the absence of the Caseworker including client registration.

Offer Business and job counseling services for clients.

Provide career mentorship and labor market information to clients.

Utilities Management & Supply Chain Support

Ensure timely payment of utilities.

Maintain tracking system for utilities and update on monthly basis.

Make requests for purchase of office supplies.

Issuing of gate pass to any equipment, items getting out of IRC office.

Raising of operation Online PR’s in the BVA system under supply/admin department i.e. travel and cab request PR’s.

In charge of office consumable’s supplies and office stationery supplies.

Supervising and booking boardroom for staff meetings in coordinated way.

Supervising of tender bid register as they come.

Liaising with the office management for any repairs and maintenance services.

Reporting any security concerns to the management and the safety and security manager.
Job Requirements
Required education
: Bachelor's degree

Required relevant work experience
: 3 years

Required languages:
English (Spoken: fluent | Written: fluent)