Summary
Date Posted: Friday, March 04, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Job Title: Office Manager
Location: Kenya / Africa
Reports to: Finance and Administration Manager*
Technical/Professional Accountability to:
Director for Africa
Human Resources Business Partner for Africa
Reportees: Office Assistant
Budget holder: No
Global/Local: Local
Grade: 8
We are World Animal Protection.
We end the needless suffering of animals.
We influence decision makers to put animals on the global agenda.
We help the world see how important animals are to all of us.
We inspire people to change animals’ lives for the better.
We move the world to protect animals.
World Animal Protection is a truly global organisation, working in over 50 countries across the world, with offices in every continent. Our vision is a world where animal welfare matters and animal cruelty has ended. We protect animals because we believe a sustainable future for the planet can only be achieved if both animals and people are part of the solution.

MAIN PURPOSE OF ROLE
The main purpose of the Office Manager is to meet the strategic objectives of World Animal Protection’s Africa Office, by developing, implementing and administering effective administrative systems, procedures and practices. The role is also responsible for Human Resource for the Africa Office in collaboration with the assigned HR Business Partner, as well as assisting the Director for Africa in Africa Office management.
The Office Manager will oversee the successful provision of the core support service functions of general administration and property to ensure that the organisational key objectives can be delivered successfully.

DUTIES AND RESPONSIBILITIES
General Office, Administration and Finance Management:
• Design and implement office management and operational policies by establishing standards and procedures, measuring results against standards and making adjustments as necessary
• Maintain effective office systems and services by organizing and undertaking office and finance operations, for example, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring administrative functions.
• Provide management information through the preparation of operational reports as required.
• Provide coordination and support, as required, for the network of partners and consultants who are based within Africa.
• Manage the office procurement process by identifying and maintaining preferred suppliers to ensure value for money
• Maintain contract renewals register for service agreements, maintenance agreements, registration documents, etc. Ensure all renewals are reviewed in a timely manner for ongoing effectiveness, value and need.
• Oversee the effective provision of support services in line with cost effective guidelines.
• Liaise with the Finance and Administration Manager to develop secure and effective operational policies and procedures
• Ensure the timely provision of logistic support for staff travel and hospitality.
• Oversee the daily inspection and review of building wide facilities, logging issues and faults with the outsourced service provider or contractors.
• Create and monitor procedures for retention, protection, retrieval, transfer, and disposal of records.
• Assist in obtaining visas, entry permits and other documents for staff and visitors and ensure that renewals are processed in a timely manner
• Work with the Director for Africa in managing day to day office operations, as well as coordination and management of the director’s office.
Human Resources & Organizational Development:
Working with the Human Resources Business Partner for Africa to ensure the effective implementation of:
All processes relating to the recruitment, selection and induction of new staff
Global performance management and learning & development processes
Employee relation processes, including maintaining of up-to-date legislation and best practice
• Work with the Human Resources Business Partner to design, develop and implement Human Resources and Organizational Development initiatives.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Oversee and carry out regular processes relating to staff salaries and other benefits through the effective administration of the payroll system.
• Lead on the development of new HR policies in support of regional initiatives and work with the HR Business Partner to ensure that existing HR policies and procedures are regularly reviewed and updated as appropriate.
• Develop and implement agreed best practice HR policies and procedures ensuring consistency and fairness and ensuring that line managers are provided with timely and accurate advice and guidance on employee relations and current legislation.
• Provide adequate and relevant communication channels for staff thereby ensuring changes to HR policies, processes, and key information are accessible.

QUALIFICATIONS:
Person Specification:
• Relevant degree and working experience gained in a similar role
• Proactive hands-on attitude with the ability to think strategically
• Decision-making capabilities based on analytical skills and critical thought processes
• Excellent written, verbal communication. World Animal Protection working language is English
• Excellent financial literacy, with experience of working with financial processes and information
• Team building and management skills
• Outstanding interpersonal relationship building and employee coaching skills
• Strong organizational management skills, time management skills and attention to detail
• High level of discretion, integrity and diplomacy
• Knowledge and experience of Human Resources and Organizational Development activities
• Experience in the administration of benefits and compensation programs
• Strong planning and organisational skills.
• Excellent influencing and negotiation skills.
• Ability to lead, manage and motivate staff.
• Ability to work flexibly and cope with the ambiguity of an organisation going through change.
• Ability to maintain effective relationships.
• Sensitivity to local customs, political nuance and organisational dynamics, in the context of influencing individuals and teams to change and ability to respond accordingly.
• Demonstrable knowledge of HR policy/process and good practice.
• Significant understanding of effective administration, procurement, commissioning and evaluation practices with a strong sense of customer service.
• Experience in advising managers and employees on a range of HR issues.
• Experience of using IT and HR information systems to produce timely and relevant information.

Desirable:
• Prior experience of Administration & HR practice within an International organisation and/or the NGO sector.
• Experience of managing teams and effective performance management.
• Experience of working within a global HR community

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
Qualified candidates are invited to submit a copy of an up-to-date CV and a cover letter to recruit@manpowerservicesgroup.com on/or before 11th March 2022. Please ensure you indicate your current or last salary details in your application. Only shortlisted candidates will be contacted.
https://manpowerservicesgroup.com/job/world-animal-protection-kenya-africa-29-office-manager-administration-and-human-resource-job-ref-mn-8188/

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