Administration Officer Job in Kenya

The Tax Justice Network - Africa (TJN-A) is a Pan African initiative and member of the Global Alliance for Tax Justice. 

TJN-A was established in 2007 at the World Social Forum in Nairobi and aims to promote socially just, democratic and progressive taxation systems in Africa.

It advocates for pro-poor taxation systems and the strengthening of tax regimes to promote domestic resource mobilization. 

TJN-A aims to challenge harmful tax policies and practices that favour the wealthy and those that aggravate and perpetuate inequality.

One of the main purposes of the initiative is to mainstream tax justice in the economic policy and development discourse in Africa. 

TJN-A provides a platform dedicated to enabling African researchers, campaigners and policy makers to cooperate in the struggle against illicit capital flight, tax evasion, tax competition and other harmful trends in tax policy and practice.

TJN-A is therefore looking for suitable candidates to fill in the position of Administration officer to be based in Nairobi, Kenya.

Reports To:  Programme, Institutional Development and Support Manager

Job Summary:  The overall purpose of the role is to provide administrative support, facilitate coordination of office management responsibilities including procurement and maintenance of TJN-A assets.

The post holder will also be in charge of Human Resources.

Specific Responsibilities :

Job Responsibility 1: Provide Administrative support (15%)

• Organise meetings/ appointments internally and with external partners
• Take minutes during Staff meetings; 
• Draft administrative letters and correspondences;
• Set up electronic and hard copy filing systems for all correspondences ;
• Undertake any other assignment as requested.

Job responsibility 2: Coordinate Travel and related arrangements for staff members and external stakeholders in line with travel procedures (15%)

• Handle all travel and related arrangements for TJN-A staff members (with the exception of the Executive Director) in compliance with travel procedures and in the most efficient and cost effective way;
• Advise staff on visa requirements and process visa requests;
• Prepare a monthly report on travel expenditures to efficiently monitor the travel budget;
• Coordinate accommodation arrangements for staff and take all the necessary steps to facilitate their stay;
• Organize transport related arrangements.

Job Responsibility 3: Coordinate all procurement transactions for the Secretariat (30%)

• Coordinate all procurement requests and ensure that they are processed in compliance with approved procurement policy and in the most cost effective manner;
• Prepare an annual procurement plan. Monitor and update the plan through the year.
• Coordinate pre-qualification of suppliers, propose a list of vendors and ensure its regular update on an annual basis;
• Produce a procurement status report on a monthly basis;
• Ensure that procurement documentation is filed adequately.

Job Responsibility 4: Maintain accurate records for office supplies and TJN-A property (10%)

• Supervise the Office Assistant in the management of office supplies and produce a report on its use on a monthly basis;
• Maintain the inventory register in compliance with the Finance and Procurement Policy and update it on a regular basis;
• Coordinate a physical count on a regular basis;
• Manage assets for the secretariat including coordination of repairs and insurance.

Job Responsibility: Manage Human Resources at the Secretariat (30%)

• Provide support in recruitment processes such as advertisement and organizing interviews;
• Prepare contracts of services and contract of employment and monitor all contracts;
• Lead on the process of securing work permits for international staff
• Organize induction processes for new staff;
• Maintain and update staff personal files;
• Handle any other staff related issues in compliance with the Administration Manual.

Qualification and Experience

• A Master’s Degree in Business Administration or related field;
• A minimum of 3 years’ experience in administrative function with a Regional Non-Governmental Organization or Civil Society Network;
• Excellent written and spoken skills in English (knowledge of French will be an added advantage).

Required Competences

• Integrity
• Planning and Organisation skills;
• Ability to make operational decisions;
• Initiative and professionalism;
• Commitment to TJN-A values;
• Communication skills;
• Ability to work in a stressful and fast environment;
• Ability to work in a multi-cultural environment.

Contacts / Key Relationships: The position holder will work closely with the Finance unit and interact with other members of the Secretariat team.

Application Process: Interested candidates who meet the requirements above are requested to submit their detailed CVs alongside a letter of motivation (indicating their salary expectation) to the following email address by the 20th of October, 2015: recruit@taxjusticeafrica.net 

Categories: ADMINISTRATION, MANAGEMENT, NGO