NGO Administrator Job in Nairobi Kenya (100K)

Job Title: Administrator 
Reports to: Portfolio Director 
Based in: Nairobi
Salary: 100,000ksh

Context and Purpose: Our client is a non-governmental organisation (NGO) whose vision is to enable the sustainable transformation of markets for the benefit of the poor. 

This involves working in partnership to facilitate improved functioning of markets, and to build capacity to make markets work better.  

There is widespread agreement that the best way to improve the economic conditions of the poor is through improving the functioning of markets. 

The Administrator plays a vital role in ensuring that the Portfolio Directorate operates optimally and that the Portfolio Director receives the support required to ensure efficient operations, in particular information regarding directorate operations, for instance the status of programme activities and budgetary spend. 

The Administrator provides a vital link between the Directorate and key support functions such as finance, administration and procurement. 

For these The administrator will need excellent organisation, interpersonal and communication skills.  Analytical skills will also be key to success. 

Main Job Objective
1.       Manage the annual portfolio calendar
2.       Offer planning support to the Portfolio Director and help to enhance efficiency and timeliness of Directorate activities.
3.       Offer Support to the Sector Teams in respect to the planning of their work and data gathering.
Key Tasks and Key Indicators 
Objective 1: Manage the annual portfolio calendar
Key Task: Compile the portfolio calendar, ensuring alignment to the annual action plan, the accurate capturing of all key activities and timelines and secure sign off by the sector leads.  

Key Indicators
  • Draft calendar approved by the Portfolio Director
  • Sector Managers sign off on the calendar
Key Task: Monitor calendar activities and generate reports highlighting activities that are falling behind.

Key Indicator
  • Monitoring reports generated monthly and circulated to sector teams.
Key Task: Manage all logistics related to the implementation of the portfolio calendar

Key Indicators 
  • All activities in the portfolio calendar effectively run
  • Conduct analyses and oversee administrative operations related to budgeting, contracting and project planning and management processes
Objective 2: Offer planning support to the Portfolio Director and help to enhance efficiency and timeliness of Directorate activities.
Key Task: Support the PD and sector teams to develop, consolidate and monitor the overall portfolio budget.

Key Indicator

  • Portfolio budget approved by the finance function
Key Task: Serve as Secretary to the Portfolio meetings

Key Indicators 
  • Meeting minutes taken and circulated on time.
  • Action points from the minutes followed upon and any challenges resulting therefrom reported to the Portfolio Director
Key Task: Serve as the Personal Assistant to the Director

Key Indicators 
  • Portfolio Director’s diary managed efficiently
  • Directorate attendance register kept up to-date all team members kept informed of status vis a vis their attendance
  • Analyze incoming and outgoing memoranda, submissions and reports and prepare and co-ordinate the preparation and submission of summary briefs and reports to the Director
  • Prepare agendas and make arrangements for committee, board and other meetings
  • Conduct research, compile data, and prepare papers for consideration and presentation by the Director.
  • Meet with individuals, special interest groups and others on behalf of the Director to discuss issues and assess and recommend various courses of action
  • Liaise with departmental and corporate officials and with other organizations and associations on behalf of the Director.
Objective 3:   Offer Support to the Sector Teams in respect to the planning of their work and data gathering.
Key Task: Provide logistical support to the PD and Sector teams

Key Indicators 
  • Sector teams supported in undertaking administrative activities relating to procurement
  • Sector teams supported in undertaking logistical activities relating to field activities.
Key Task: Carry out desk research in response to PD and sector team information requirements 

Key Indicator
  • Quality information generated in a timely manner and presented in the prescribed format.
Objective 4: Customer Service
Key Task: Excellent communication and interpersonal skills including demonstrated experience in liaising with a wide range of internal and external clients.

Key Indicators
  • Act in a professional manner at all times when dealing with internal & external clients.
  • Positively promote the organization both internally & externally.
  • Be prompt and provide courteous service to clients, colleagues and the broader community.
  • Maintain confidentiality on all issues relating to the Organization, the clients & fellow colleagues.
  • Treat all clients with respect & equality, whilst being responsive to their needs.
  • Maintain a professional and appropriate telephone manner and be responsive to telephone inquiries.
Relationships: While reporting to the Portfolio Director, he/she will liaise closely with all members of the Portfolio department. He/She will also interact with the finance and administration department as needed.

Experience and Skills
  • A minimum of an upper second degree in a relevant field such as business management, agriculture, development studies, etc. A professional post graduate qualification highly desirable
  • At least 2 years’ experience of providing support to a busy team of professional staff, where a considerable amount of analytical skills are called for.
  • Some understanding of and / or experience in budget management
  • Independent and able to work with minimal guidance and instruction.
  • Good communication and interpersonal skills
  • Good analytical and problem solving skills
  • Excellent Computer skills – Microsoft Office
Male applicants preferred.
Competencies: The behaviours the job holder must have, or should acquire to perform effectively include: teamwork, communication, planning and coordination, planning, analysing the evaluation and attention to detail.