Cluster Office Administrator

Key Responsibilities

Procurement Responsibilities

• Responsible for procurement matters within the assigned office cluster, collaborating closely with the Procurement and Logistics Manager.
• Maintain supplier database, contracts, and contacts at the Cluster Office level.
• Assist the Head Office procurement team during the prequalification of service providers.
• Review procurement opportunities at the Cluster level and advise the Procurement and Logistics Manager to ensure value for money.
• Assist in compiling bid analysis for the procurement committee.
• Responsible for the submission of procurement documents for payment from the Cluster Office.
• Maintain records and file Requisitions and Local Purchase Orders.

Administration Responsibilities

• Responsible for the safety, appearance, and maintenance/repairs of the cluster office.
• Manage all office supplies, stationery, and front office services.
• Assign and allocate office sitting and working spaces to staff.
• Allocate vehicles to program teams for field travel and perform necessary follow-ups.
• Manage logistics for programs, including driver schedules, vehicle repairs, and services.
• Maintain car fuel logs, maintenance, and service schedules for all vehicles and motorbikes.
• Ensure that BOMA cars are parked by the stipulated time and ensure the security of assets in the office and field.
• Manage and control petty cash, including reconciliation and replenishment.
• Support budgeting procedures at the Cluster office level.
• Organize travel arrangements and bookings for staff and visiting teams.
• Receive and review payment documents for transmission to the Head Office.

People (HR) Responsibilities

• Regularly process leave applications and update the leave register for the cluster office.
• Receive and process documentation for new staff/joiners within set timelines.
• Ensure new staff are properly onboarded with necessary work tools, emails, and orientations.
• Maintain updated soft copy employee records and an accurate employee register.
• Support exit interviews and manage the offboarding/clearance process.
• Assist in the recruitment process, including contacting candidates for cluster-level roles.
• Coordinate staff welfare initiatives and training sessions.
• Act as the first point of contact for solving employee grievances at the cluster office.
• Conduct performance reviews for direct reports and identify training needs.

Requirements & Qualifications

• At least a Bachelor’s degree in International Development, Business Administration/Management, or a related field from a recognized institution.
• Minimum of at least three (3) years of administration experience in a busy organization, specifically in Northern Kenya (preferably Turkana).
• Excellent interpersonal, oral, and written communication and negotiation skills.
• Expert command of English grammar and AP style.
• Strong planning and organizational skills.
• Excellent computer skills in Word, Excel, PowerPoint, internet, and remote conferencing applications.