JOB VACANCY: Operations Officer


      Operations Officer



    Director, Corporate Services

Responsible for






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- 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.

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