Administrator at Samuel Hall

Nature of the role

Samuel Hall is seeking a resourceful and talented Administrator to join its team for a full-time position in its regional office in Nairobi. The Administrator will support the work of the Office and Finance Manager in general and more particularly focus on the following main areas:

1. Executive Assistance to the Directors of Samuel Hall
2. Administrative and logistic assistance
3. Legal support
4. Finance Support

Specific needs for the role

This position requires complementary interests in operations, administration and logistics. It is essential for the position to be filled with an energetic individual, who is self-driven and highly motivated to actively participate in office management. Furthermore, Samuel Hall is looking for a person able to prioritise between several important tasks, work well under deadlines, think independently and proactively, and inform supervisors of progress continuously.

Tasks to be performed under the contract

Executive Role

• Manages the calendar and arrange appointments for the Director, Hervé Nicolle, and act as the focal point with all Samuel Hall staff in all offices to ensure smooth communications with the Director
• Organizes travel and family logistics for the Directors
• Organizes, arranges and coordinates meetings including timely planning and follow-up with minutes from the meetings
• Maintains daily conversations and checks with all Samuel Hall staff in the Nairobi and Mogadishu offices to ensure smooth operations and logistics

Administrative and Logistics Role

• Oversees travel and accommodation logistics for staff and consultants in Africa, including booking plane tickets and airport transfers
• Books office rooms for meetings and arranges for refreshments accordingly and on time
• Acts as the contact person to SH office suppliers, manages list of suppliers and unpaid invoices
• Maintains supply inventory by checking stock to determine inventory level; anticipates needed supplies; places and expedites orders for supplies; verifies receipt of supplies.
• Maintains a clean and well-functioning office space (including responsibility for IT, inventory and supplies)
• Manages office equipment, e.g. vehicle mileage and maintenance, insurances
• Supervises national support staff in the Nairobi office (cook, office assistant, cleaners, gardener and guards, and any future additions to the support staff)
• Ensures SH compound and grounds are well maintained, adhering to security standards
• Ensures staff have mobile/internet cards on monthly basis and that mobile cards remain operational and valid
• Assists in the filing, storage and security of documents
• Communicates and reports effectively and promptly to line manager, Operations Manager and Directors
• Updates leave monitoring sheet
• Provides daily updates to Directors, Operations Manager and Office & Finance Manager
• Supports project staff with all logistics for Kenya-based fieldwork, and assist logistics of Africa-based fieldwork as needed, including a thorough review of budgets and timelines

Legal Support

• Coordinates with legal advisor and immigration advisor on all immigration related issues
• Supports all legal matters as needed and requested
• Follows up proactively on all pending cases with respective advisors independently

• Reports immediately and proactively to supervisors on all legal matters
  Finance Support Role

• Oversees petty cash, i.e. pays out cash for office utilities and travel advances

• Acts as a bank account agent to withdraw petty cash and/or field advances

• Assists in preparation of local purchase orders

• Assists to order and scan receipts for entry into the accounting software