Job Summary
The NOM will be entrusted with the responsibility of establishing best in class office procedures and processes that will enable efficient functioning of the Nairobi office and be responsible for the execution of a wide range of administrative, financial and HR tasks.
Minimum Qualification:Bachelor
Experience Level:Senior level
Experience Length:5 years
Job Description
IMPORTANT
Only applications received viaBrighterMondaywill be considered. Any phone calls, emails or other types of canvassing may lead to your application being disqualified.
Please do not apply if you do not meet the minimum requirements set out below.
Company Overview
The Pharo Foundation (“the Foundation”) is a privately funded entrepreneurial organisation that runs philanthropic programmes as well as for-profit social enterprises. The Vision of the Foundation is an economically vibrant and inclusive Africa. The Mission is to achieve the Vision by investing in the human and physical capital of Africa, with a strong focus on job creation.
Established in 2011 as a UK based non-profit, the Foundation has since made a strategic shift to directly design and implement its own programmes to ensure greater engagement with communities, better results and increased accountability. The Foundation has carried out numerous projects in East Africa, with a focus on Ethiopia and Somaliland. The key themes for the philanthropic side of the Foundation are education, health, water and agriculture. At the end of 2019, the Foundation started its Social Enterprises franchise to prioritise sectors where the Foundation believes a real impact can be made by establishing self- sustaining businesses which focus on job creation.
Headquartered in London, the Foundation has an operational Head Office in Nairobi, Kenya with country offices in Ethiopia (Addis Ababa and Assosa) and Somaliland (Hargeisa) with further expansion plans in East Africa.
Position Summary
The Nairobi Office Manager (“the NOM”) is career enriching position and an ambitious challenge for a self-driven individual seeking to make an impact in in a professional office setting by leveraging on their relevant skills and experience.
The NOM will be entrusted with the responsibility of establishing best in class office procedures and processes that will enable efficient functioning of the Nairobi office and be responsible for the execution of a wide range of administrative, financial and HR tasks.
Working in a collaborative fashion, with highly committed colleagues in London, Ethiopia and Somaliland, this position offers an incredible opportunity to an individual who respects and understands the local cultures and yet embraces and can work within international work ethics and standards.
Role:Nairobi Office Manager (NOM)
Reporting to:Head of Human Resources (Nairobi)
Functional Relationships:COO (Nairobi), CEO (Social Enterprises), Head of Education, Heads of Programs (Nairobi), Office and HR Manager (London)
Direct reports:None
Key duties and responsibilities
Office Administration:
• Schedules and coordinates business meetings and appointments for senior colleagues in the Nairobi office.
• Organises travel bookings, including the preparation of itineraries and liaising directly with approved service providers.
• Ensures all local office financial policies (ie per diems, petty cash management, etc) are up to date and available for employees.
• Takes the lead in the process of organising information databases and ensures secured storage in one place, either electronically or physically.
• Supports the Nairobi team in their office procurement requirements. Maintains all office supplies such as stationery.
• Provides high quality administrative support to the Nairobi team, compiling information and drafting high quality documents as per line manager instructions.
• Reviews and updates Nairobi office health and safety policies and ensures they are observed.
• Review all invoices and assist with the preparation of the relevant payments in a timely manner.
Human Resources:
• Keep comprehensive and up to date HR records, maintaining confidentiality at all times.
• Coordinates and liaises with external service provides (medical, pension, work permits etc) and ensures seamless follow up where and as is required, ensuring confidential electronic and or physical filing.
• Assist line managers in recruiting new employees including adopting job descriptions and other HR documentation to The Foundation templates.
• Collaborate with the London office to post existing job vacancies on agreed websites and screening applications that do not meet minimum requirements.
• Coordinate the issuance of new employee documentation as appropriate, after confirming that all the required processes and checks have been successfully completed and signed off by the appropriate line managers.
• Assist in organising induction programs for new Nairobi -based employees and provides required administrative and office management support.
Qualification Requirements
• The ideal person should possess a first degree in Human Resources, Law and or Business Administration or related equivalent. Membership of a professional association/certification in Office Management will be an added advantage.
• S/He must possess a minimum of Five (5) years related professional experience, preferably with a multicultural organisation.
• Experience in providing office management support or working as an Executive Assistant to senior level employees.
• Strong analytical skills and the ability to maintain and implement effective office management protocols.
• Excellent proficiency in the use of Microsoft Office packages with a strong understanding of Word, Excel and PowerPoint.
• A self-starter with initiative and the ability to multi-task, work under pressure and meet deadlines.
• Excellent communication skills and comfortable working senior level colleagues.
• Strong numeracy and literacy skills.
Behavioural Competencies
• Dedicated team player with demonstrable experience in setting up best in class office management procedures and systems
• Problem solving and creative thinking skills with the ability to get results in unstructured environments.
• Self-assured, internally motivated and passionate individual driven to succeed and make a difference.
• High levels of integrity, professionalism, resilience, accountability, commitment and determination.
• Strong work ethics and a mature, professional proactive attitude.
• Extremely organised and efficient with a high attention to detail.
Application Procedure
Deadline for application is24th July 2020
Review of applications will begin as soon as they are received, and only complete applications will be reviewed. In the event that an outstanding applicant is identified early in the search process, we reserve the right to appoint before the deadline. For this reason, we encourage interested and suitably qualified
candidates to apply at the earliest possible time. Due to the high volume of applications, we regret that we will only be able to contact short-listed candidates.
Please send the information listed below, as a single PDF file.
1. A detailed CV and Cover Letter and a 1,000-word essay on:
o 1. What experience have you gained that makes you the most qualified candidate for the role?
o 2. What challenges do you foresee as an Office Manager and what steps will you take to successfully resolve these, based on your experience and knowledge?
3. A one-page list of five references with current addresses, phone numbers, and email contacts.
