Operations Support Officer at Global Center on Adaptation (GCA)

• Your role is essential to ensuring the effective daily operations of the GCA Africa regional office in Kenya and supporting compliance with internal policies and national regulations. 

You will provide comprehensive operational support to the Global Center on Adaptation Africa Regional Office in Nairobi office across four key functional areas: 

• Office Management and Administration 
• Manage general office operations, including supplies, utilities, equipment, maintenance, and coordination with service providers. 
• Act as the primary point of contact for logistical and administrative support for staff, consultants, and visitors. 
• Maintain physical office infrastructure, ensure health and safety standards, and support business continuity measures. 
• Coordinate local IT and facilities support in collaboration with HQ technical teams. 
• Ensure effective document management, filing, and archiving systems (both physical and digital), in accordance with GCA policies. 
•  Finance and Financial Processes 
• Support day-to-day finance operations, including processing of invoices, expense claims, travel reimbursements, and payments, in line with GCA financial procedures. 
• Maintain petty cash and oversee related reconciliations (if applicable). 
• Assist with banking arrangements and coordination with local financial institutions. 
• Prepare monthly financial reports and forecasts in collaboration with the HQ Finance team. 
• Support budget tracking for operational expenses and ensure financial documentation is complete and compliant. 
• Human Resources Coordination 
• Support the recruitment and onboarding of locally based staff and consultants, in collaboration with the HQ HR team. 
• Ensure accurate and confidential personnel records, including timesheets, leave tracking, and contract status. 
• Assist with payroll coordination, liaising with local payroll providers and ensuring timely processing of statutory payments. 
• Ensure adherence to national labor laws and alignment with GCA’s HR policies and practices. 
• Organize staff orientation sessions and support employee engagement and wellbeing initiatives. 
• Liaison with Government Authorities and Host Country Agreement 
• Serve as the main protocol officer and liaison between GCA and relevant Kenyan authorities (e.g. Ministry of Foreign Affairs, Kenya Revenue Authority, Immigration). 
• Facilitate the implementation of the Host Country Agreement and ensure application of relevant privileges and immunities for GCA and its staff. 
• Coordinate issuance and renewal of visas, work permits, diplomatic IDs, and other legal documentation for international staff and dependents. 
• Support customs clearance and tax exemption procedures in accordance with the HCA provisions. 
• Monitor compliance with all legal and regulatory requirements related to GCA’s presence in Kenya and inform management of key developments. 

Requirements

• Bachelor’s degree in business administration, public administration, finance, HR, or a related field. A master’s degree or relevant professional certification is an asset. 
• Minimum 5 years of progressive experience in office administration, finance, HR, and/or government liaison roles, preferably with an international organization, embassy, or NGO. 
• Experience working with Kenyan government ministries and agencies, particularly the Ministry of Foreign Affairs and Immigration, is highly desirable. 
• Familiarity with host country agreements and international privileges and immunities is a strong advantage. 
• Strong organizational and time management skills. 
• High level of discretion and ability to handle confidential information. 
• Excellent communication and interpersonal skills. 
• Fluency in English; proficiency in Swahili is an asset. 
• Proficient in Microsoft Office applications and comfortable using financial or HR software. 
• Problem-solving mindset, Client orientation and ability to work independently with minimal supervision. 
• Commitment to diversity, equity, and inclusion.