Office Manager
VillageReach, Kenya

VillageReach transforms health care delivery to reach everyone, so that each person has the health care needed to thrive.We work with governments, the private sector, partners and communities to build responsive primary health care systems that deliver health products and services to the most-under-reached. Radical collaboration with governments, the private sector and other partners strengthen our ability to scale and sustain these solutions. Our work increases access to quality health care for more than 70 million people in Africa. VillageReach in incorporated in Washington State has offices in Seattle (USA), Democratic Republic of Congo, Malawi, and Mozambique; and is opening a regional hub office in Kenya.

Based in Nairobi, the Kenya Office Manager will provide office management and top-notch support to the Kenya-based staff. The position holder will be responsible for ensuring organization compliance in accordance with country laws. The position offers a great opportunity for leading and managing a country office set up. They will develop and implement the necessary policies and guidelines, manage office budget, provide support in processing of staff work permits and visa. The successful candidate will lead country level procurement and support regional level processes. Responsible for day to day office management, the Office Manager will keep record and manage organization assets, provide staff travel support, events and conferences management support and act as the office wellbeing ambassador.

The Office Manager will have sound judgment; be extremely organized, proactive, and flexible; able to meet multiple deadlines and set priorities; and have superior communication skills. The ideal candidate for this role will be a problem-solver who is responsive, thorough, and excited about helping people. If you're energized to support a dynamic mission-driven organization that transforms health care delivery, we encourage you to apply for this position.

Essential Duties and Responsibilities include the following. Other duties, responsibilities, and activities may change or be assigned at any time.

Administrative and Facilities:

• Serve as the first point of contact for VillageReach Kenya Office. Oversee guest experience, manage and direct office mailing and communication.
• Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate partners (Finance, People, IT, etc.).
• Work closely with People team to prepare for and be ready to promptly respond to emergent situations. Serve as Kenya Office Wellbeing Ambassador.
• Support in the onboarding process for new staff
• Responsible for arranging and coordinating in-house and off-site conferences, retreats and other official staff events. Support the Head of Office in the coordination of staff meetings.
• Maintain regular and timely communication with global teams on Kenya administrative and operational matters.

Compliance and Registration:

• Work with the designated Head of the Kenya Office to ensure all VillageReach activities adhere to the laws and regulations of Kenya, requirements of the Ministry of Health, and meet overall operational standards of VillageReach and its funders.
• Ensuring VillageReach remains compliant and maintains the necessary registrations and licensees with bodies like OSHA, NITA, county permits and the government.
• Work closely with the appointed immigrations consultant to manage Other Country Nationals visa and work permit processes. Keep record of staff visa and work permits timelines and renewal dates.

Procurement, IT Support, and Asset Management.

• Manage safe storage and keep record of updated organization assets and work closely with IT in procurement of equipment, appliances and furniture. Support regional procurement and shipping processes.
• Oversee the administration and management of service provider contracts and management of office supplies.
• Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors.

Staff Travel

• Work in tandem with VillageReach travel agency to support travel arrangements for VillageReach employees and guests. Administer VillageReach’s internal travel approval process and act as a liaison for the coordination of travel with travel agent and employee.
• Be the focal point person for visa application processes, accommodation and local transportation for VillageReach visiting staff
• Contribute to ongoing improvement of travel policy and processes.
  
  

Finance Support:

• Manage office budget. Keep track of purchases requests, maintain procurement and financial documents and supporting files including app

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