Office Administrator at Food4Education

, , Kenya -

Full Time

Start Date

Immediate

Expiry Date

03 Oct, 26

Salary

0.0

Posted On

05 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Front Desk Management, Office Administration, Travel Coordination, Procurement Planning, Asset Management, Budget Monitoring, Vendor Management, MS Office, Time Management, Organizational Skills, Communication Skills, Onboarding Coordination, Digitization of Processes, Filing and Archiving, Inventory Control, Cross-functional Collaboration

Industry

Non-profit Organizations

Description

Department: People and Culture Reports To: Senior Associate, HRBP - Admin Job Type: Fixed Term Contract Working Model: On-site, 5 days a week (With Hybrid model post confirmation) About Food for Education Hungry kids can’t learn or grow. Food4Education is an award-winning, locally rooted, and African-led solution to end classroom hunger. Building on more than a decade of learning by doing, we’re powering a new school feeding industry and sharing our blueprint to scale sustainable, nutritious, and affordable school feeding programs across Africa. Today, we serve 600,000 kids DAILY in Kenya. But every day, we deliver more than a meal – improving nutrition and education outcomes for children while also creating jobs and opportunities for whole communities. We are an experienced and trusted non-profit partner that operates with the excellence of a global business, reinvesting the value we create into local economies. To learn more, please visit www.food4education.org [//www.food4education.org] Our Values At Food for Education, our values are guiding principles that provide us with purpose and direction and set the tone for our interactions with all stakeholders: * Build with excellence and curiosity - We’re not afraid to try new things and iterate as much as we can to find the best and most efficient way to get results; * Be the change you seek - We acknowledge that continuous improvement is a shared responsibility; * We do what we say; and say what we do - We embrace an ownership mentality; * Ask why; and commit - Share openly and question respectfully, and commit fully. When we understand the why, we are able to work with a purpose. About the Role The Office Administrator will coordinate and support the organization’s administrative operations to ensure efficiency, compliance, and effectiveness. The role encompasses oversight of front office operations and wider office administration, including but not limited to strategic communications, support to special projects, and coordination of staff travel arrangements. The position provides day-to-day administrative support and serves as a key liaison between administration, finance, the people team, and program teams to ensure seamless organizational operations. Key Responsibilities Front Desk Management * Serve as the first point of contact for all visitors, clients and service providers ensuring a professional and welcoming experience. * Maintain office security by following safety procedures and controlling access via the reception desk * Manage front desk operations inquiries, and general office communication. * Maintain the reception area to ensure it is tidy, organized, and presentable at all times. Administration Support * Provide administrative support for meetings (ensure meeting rooms are booked, well equipped, and usage etiquette is maintained. * Provide travel support for staff - book flights, accommodation and provide support in visa applications * Cross functionally, support in the identification and provision of locations for physical and electronic filing systems by providing a filling and archiving protocol to ensure secure and organized records * In collaboration with the Communications department, share internal administrative communications and correspondence * Act as the point person for internal administrative inquiries and issues. * Coordinate onboarding for new staff, particularly office access, office walk through, staff IDs, & parking allocation. * Develop and implement systems and procedures for efficient office management & drive digitization and automation of administrative processes. * Propose, develop and track implementation of administrative organizational priorities and action items that support high-priority projects and prepare analytical briefs for leadership decision-making. Procurement, Budget & Asset Management Support * Monitor and manage the administration budget by implementing cost-effective practices in procurement and inventory control by managing an updated office services schedule. * Lead procurement planning for administrative needs, including vendor sourcing and contract negotiations and manage purchase approvals and vendor payments in accordance with finance and procurement policies. * Liaise with procurement to source kitchen supplies and equipment. * Maintain an accurate and updated asset register and inventory of office supplies and equipment. (Offices and the Kitchen) * Monitor usage and maintain an up-to-date inventory of stationery items. * Distribute stationery in line with office guidelines and support cost control efforts. * Update and monitor asset registers; conduct periodic audits and reconciliations and ensure proper asset tagging, tracking, and usage across departments. * Support internal and external audits by providing accurate procurement and asset documentation. Coordination & Administration * Manage Office Assistant staff capacity ensuring operational efficiency. * Provide general administrative support related to reception and office operations such as filing and photocopying Minimum Requirements * Diploma in Business Administration, Office Administration, Public Administration, or a related field * At least three (3) years experience in an administrative role * Proven experience overseeing front office operations and coordinating travel arrangements * Strong organizational, communication, and time management skills * Ability to work collaboratively across teams * Proficiency in MS Office and standard office management systems What Success Looks Like * Administrative operations run smoothly, efficiently, and in line with organizational policies and procedures * The front office is professionally managed, creating a positive and organized experience for staff and visitors * Travel arrangements are well planned, cost-effective, and executed with minimal disruptions * Cross-departmental coordination is effective, with timely administrative support that enables teams to focus on core work What is in it for you? We have a strong culture of constant learning and we invest in developing our people. You will have weekly check-ins with your manager, 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 will have the opportunity to shape a growing organization and build a rewarding, long-term career. Join Us To apply, please submit your updated CV and answer the application questions listed. All applicants will receive communication on the outcome of their application, regardless of outcome.. We are committed to building an inclusive workplace where diverse perspectives are valued and people are supported to do their best work. We welcome applications from candidates of all backgrounds and lived experiences and make employment decisions based on merit, potential, and alignment with our values. Career Growth and Development We have a strong culture of constant learning, and we invest in developing our people. You will have weekly check-ins with your manager and receive regular performance feedback. We hold 360 reviews every six months and set aside time to discuss your aspirations and career goals. You will have the opportunity to shape a growing organization and build a rewarding, long-term career. We are an equal-opportunity employer All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances.

Responsibilities

The Office Administrator coordinates administrative operations, including front desk management, staff travel, and office security. The role also involves managing the administration budget, procurement of supplies, and maintaining the asset register.