Job Summary:

Reporting to the Operations Manager, the Administrative Officer will coordinate the provision of responsive, effective, and efficient administrative services in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will help ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures. You will support the Kenya Country Office, the East and Southern Africa Regional Office (ESARO), other CRS country programs for travel and other needs on request, as well as other regions and global departments for meetings hosted in Nairobi and other special projects on occasion or as requested.

Roles and Key Responsibilities: 

1. Front Office and Financial Administration:

• Coordinate and oversee Nairobi front office operations, ensuring a professional, welcoming, and well-organized reception environment for staff, partners, and visitors.
• Provide responsive and professional visitor support by managing inquiries and directing them appropriately, enhancing organizational reputation and service delivery.
• Prepare, review, and track payment schedules for office utilities and service providers (including telecommunications, courier, and transport vendors), ensuring accuracy and timely submission to Finance.
• Validate payment documentation, follow up on pending payments, and maintain accurate records to support financial accountability.

2. Administrative Operations & Service Delivery:

• Support planning, coordination, and monitoring of administrative functions to ensure efficient, cost-effective, and high-quality service delivery in line with agency standards.
• Maintain and strengthen administrative systems, processes, and documentation to ensure compliance with CRS policies, donor requirements, and local regulations.
• Manage office supplies and inventory control systems, ensuring optimal stock levels.
• Supervise and coordinate outsourced service providers (cleaning, sanitary services) to ensure compliance with service level agreements.
• Liaise with facilities management on office maintenance, repairs, and safety compliance to ensure a secure and functional working environment.
• Coordinate issuance and tracking of staff voice and data SIM cards, ensuring proper documentation and accountability.
• Manage incoming and outgoing mail and courier services, maintaining detailed tracking logs.
• Ensure proper filing and record management of administrative documentation for easy retrieval and audit readiness.
• Support onboarding processes for new staff.

3. Travel, Logistics & Visitor Support:

• Provide comprehensive travel and logistics coordination, including flight bookings, accommodation arrangements, transport scheduling, and travel documentation guidance.
• Serve as a key focal point for Kenya, regional and HQ visitors, coordinating accommodation, airport transfers, telecommunications, and in-country logistics in collaboration with the Procurement team.
• Support organization of workshops, meetings, conferences, and retreats by coordinating venues, participant lists, transport, and materials.
• On request, support the coordination of medical evacuations to Nairobi, working closely with the Health/Safety/Security Unit.
• Maintain and regularly update the Kenya Visitor Briefing Book; facilitate orientation for new regional staff and long‑term visitors on relevant policies and procedures.

4. Stakeholder & External Relations:

• Maintain effective working relationships with government offices, regulatory authorities, service providers, travel agents, hotels, and external partners to ensure smooth administrative operations.
• Monitor compliance requirements and ensure relevant licenses, permits, and documentation remain valid and up to date.

5. Procurement & Supply Chain Administrative Support:

• Review and verify Request for Goods and Services (RFGS) submissions for completeness and accuracy before raising requisitions in the system.
• Guide staff on proper documentation and compliance requirements to strengthen procurement efficiency and accountability.
• Support processing of duty exemption documentation and DA1 certificates through the KenTrade Portal, maintaining accurate tracking records.
• Assist the procurement team with duty exemption applications for imports and coordinate the preparation of export or clearance documents with clearing agents.
• Prepare Customs DA1 documents for goods in bonded warehouses, monitor approvals from KRA Customs, and communicate updates to vendors and clearing agents.
• Backstop Supply Chain functions by receipting goods and services in Insight upon confirmation of deliverables and milestones.

Required Languages – Excellent written and verbal English

Travel – Must be willing and able to travel up to 10% to field office locations.

Knowledge, Skills and Abilities  

• Very good planning, organizational and time management skills
• Ability to make sound judgment and good decisions
• Strong customer service orientation with very good communication and interpersonal skills
• Ethical conduct and ability to maintain confidentiality
• Proactive, resourceful, solutions-oriented and results-oriented

Supervisory Responsibilities-None

Key Working Relationships:  

Internal: CRS Kenya staff, ESARO Staff, all other Country Programs in the Region and HQ departments

 External: Vendors, Service providers, Corporate Travel, UNHAS, Consultants, Health providers, Embassies, Consulates, Government bodies, Local Partners, faith-based actors and other stakeholders. 

Education and Experience:

• Bachelor’s Degree in Business Administration, Management or any other related field
• Minimum of 3-5 years’ work experience in administrative support functions, preferably within an international NGO or donor-funded program
• Demonstrated office management experience, including oversight of facilities, fleet, and vendor management. Experience supporting multi-country operations or regional offices highly preferred.
• Proven experience and strong proficiency in the MS Office suite (Excel, Word, PowerPoint, Visio) and in using information management systems.