About the Role
Seeking an Administration Supervisor with 3+ years' manufacturing or industrial experience to manage office operations, casual labour contracting, and utility documentation for a biochar facility.
Responsibilities
Office and Records Management
- Manage day-to-day office operations including supplies, equipment, and maintaining a clean and organized workspace.
- Maintain accurate records of administrative activities including employee files, invoices, and operational documentation.
- Handle incoming and outgoing communications including phone calls, emails, and correspondence.
- Coordinate meetings, appointments, and travel arrangements for facility leadership.
Casual Labor Administration
- Own casual labor contracting for the Biochar facility, ensuring sufficient casuals required for production at any given time.
- Maintain accurate records of casual engagement periods, daily rates, and shift deployment.
- Ensure processing of casual payroll in line with company policies and Kenyan labor regulations.
- Ensure casual labor documentation complies with company policy and Kenyan labor law.
Compliance and Customer Service
- Ensure all administrative activities comply with company policies and relevant regulatory requirements.
- Greet and assist visitors, clients, suppliers, and verification auditors, ensuring a professional experience.
- Maintain confidentiality of sensitive information at all times.
Monitoring, Reporting, and Verification (MRV)
- Collect and submit all utility documentation required for MRV, including electricity, diesel, water, and packaging.
- Maintain employment records (number of employees, roles, demographics).
- Support stakeholder engagement and grievance documentation.
- May manage an Administration Officer later on.
- May manage 2-4 suppliers.
Career Growth and Development
We have a strong culture of constant learning and we invest in developing our people. You’ll have weekly check-ins with your manager, access to mentorship and training programs, and regular feedback on your performance. We hold career reviews every six months, and set aside time to discuss your aspirations and career goals. You’ll have the opportunity to shape a growing organization and build a rewarding long-term career.
Qualifications and Experience
- Work experience: 2-3+ years working experience as an office assistant, executive assistant, or administration supervisor.
- Casual labor administration experience: Demonstrated experience managing high-volume casual contracting and payroll in line with Kenyan labor law.
- EHS Knowledge: Knowledge and experience in Environmental, Occupational Health and Safety in the workplace.
- Minimum academic qualification: Diploma in Business, Public Administration, or related field is often preferred.
- Data handling: Comfortable with collecting and submitting invoice and utility data as required.
- Attention to detail: Ensures all administrative records and MRV submissions are accurate and timely.
- Problem-solving: Establishes root cause and finds solutions to meet administrative and compliance targets.
- Communication: Strong written and verbal communication skills to engage with staff, suppliers, casuals, and visitors.
- Teamwork: Ability to work as part of a team (teamwork champion to help all departments deliver their deliverables).
- Time management: Ensures adequate time to complete administrative tasks to the desired output and quality standards.
- Technological proficiency: Familiarity with office software such as Google Workspace (Sheets, Docs) and Microsoft Office (Excel, Word).
