JOB VACANCY: Operations Officer

Overall purpose

The Operations Officer will oversee and provide administrative support services to the AATF Kenya office.

S/he will be accountable for protocol services, general office administration, lease management, inventory, assets management, and transport & travel services and implement systems to ensure the integrity, smooth running, and effective performance of administrative services.

S/he will supervise the activities of the Office Assistant/Driver working in the Nairobi office and provide support to the Abuja Office administrative staff. S/he will work closely with the Corporate Services Director and will proactively identify gaps and make suggestions for improvement in the administration department.

 Duties & responsibilities

• Provide oversight over AATF Kenya office administrative operations i.e., Office Management, Inventory & Asset management, transport & travel, facilities, and utilities, etc.
• Facilitate issuance and renewal of re-entry permits registration of motor vehicles for AATF and internationally recruited staff, acquisition, and renewal of their diplomatic identity cards
• Liaise with Diplomatic Missions on all consular matters i.e., visas, referred visas, extensions, etc.
• Liaise with appropriate Government offices on matters to do with customs, importation/exportation approvals, and immigration services
• Advise AATF staff on issues related to visas, importation of goods, privileges/immunities we are entitled to, and necessary immigration procedures
• Work closely with the Corporate Services Director to review and regularly update policies and ensure compliance with policies, statutory requirements, and guidelines within the section.
• Establish administrative systems and provide guidance on implementation for smooth office operations
• Develop and implement standard operating procedures for the Administration department
• Develop innovative and efficient ways of administrative operations with a focus on cost-cutting
• Ensure efficient operation of the fleet management system and maintenance of vehicles. Ensure safe custody of and transport-related records and vehicle registration documentation
• Coordinate transport management by providing fuel and vehicle maintenance analysis and approval of the taxi invoices
• Coordinate office leases management and tracking
• Coordinate taxis ground transport and local travel
• Review hotel invoices for office meetings/functions
• Provide operations support to field offices in systems update, policy guidelines, operations, leasing of offices to ensure standards and uniform application of AATF policies.
• Coordinate the physical assets inventory check of Nairobi & Abuja office assets on an annual basis and ensure the asset register is updated regularly.
• Responsible for establishing and implementing a stores disposal plan for obsolete items
• Coordinate and oversee imports shipment, tracking, paperwork, and receipts
• Assume other responsibilities as assigned.

Required Qualifications

• University degree in business related field or relevant business studies
• Minimum of 5 years experience in a similar capacity.
• Expert in one or several of the operations functions e.g., Office management, Protocol, Stores management, Transport, and logistics management
• Ability to communicate effectively and to confidently engage with senior management instilling trust and confidence
• BCE driving permit /license

Key skills & competencies

• Experience working in a busy office, especially with an international organization
• Proficient in Computer skills including demonstrated hands-on experience with MS Word, MS PowerPoint, MS ACCESS, and MS Excel.
• Proficiency in both written and spoken English and Kiswahili
• A broad variety of administrative and office management skills
• Trustworthy with a track record of impeccable integrity
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
• Excellent organizational skills including the ability to handle a variety of assignments sometimes under pressure of deadlines.
• Be cooperative, hardworking, flexible & dependable.
• Ability to communicate effectively, instilling trust and confidence.
• Excellent interpersonal and communication skills with a pleasant and outgoing personality
• Be of high integrity and have a sense of confidentiality
• Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization

Submission of Applications

Qualified candidates are invited to send their applications on or before 2 December 2022 to aatf- hr@aatf-africa.org and clearly indicate on the email subject Operations Officer. Only short-listed candidates will be contacted.

AATF is an equal opportunity employer; committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all religious and ethnic backgrounds and any other diversity groups to apply and become a part of our organization.