Director of Administration

Job Title: Director of Administration

Location: Nairobi, Kenya

Division: Finance and Administration

Reports to: CFO

Supervises: Procurement and Contacts Manager, Facilities Officer and Administrative Officer

Duration of contract: permanent position

Starting date: As soon as possible

DRS (DevelopmentAid Recruitment Solutions) is looking for a Director of Administration for an International NGO. The position will oversee and ensure administrative, logistical, procurement and operational excellence across the organization. The Director of Administration will support operations of project sites and other country offices and develop, implement, and improve processes aimed at enhancing program performance as well as ensure implementation of and adherence to operational, administrative, and logistical policies and procedures. The Director of Administration will partner with key departments, program teams, and country leaders to ensure appropriate preparedness on security and safety matters.

This position will be based in Nairobi, Kenya and will supervise the Administration, Procurement and Facilities teams.

Areas of responsibilities:

Administration:

• Provide oversight in the development and implementation of guidelines and requirements for efficient office operations across the organization.
• Work closely with the People and Culture team and other department heads to develop/revise staff security protocol across the organization, to support the safety and well-being of all staff, and to enable a rapid and coordinated organizational response in emergency situations.
• Work with other department heads to oversee country registrations and required statutory reporting and compliance. Monitor changes and ensure our client remains compliant with all country statutory regulations and annual fillings.
• Oversee the procurement department, provide the necessary administrative support for shipments of assets to NGO offices, and facilitate exemptions, including tax, where viable. Further, provide support and oversight for large equipment purchases and disposals.
• Ensure all inventory of NGO assets is up to date in liaison with relevant managers. Work with the finance team to ensure the fixed asset register is up-to-date and accurate.
• Develop and manage our client’s administrative budget. Oversee the day-to-day administration of the Nairobi office, including providing logistical and facilitation support for all events held there.
• Oversee the administrative function across the organization, including support for travel i.e. visa application, flights and accommodation, as well as on-ground transportation. This also includes addressing immigration and diplomatic affairs. securing appropriate liability, vehicle and other insurances, security management, and addressing immigration and diplomatic affairs.
• Develop and enforce policies and procedures for all administrative functions.
• Monitor in-country changes and ensure our client’s compliance with all in-country statutory regulations and annual filings.
• In collaboration with Country Directors and other departments, oversee country registrations, registration renewals and required statutory compliance.
• Work with finance and project teams to facilitate project closure, including proper disposal or relocation of assets, closure and exit of office space.

Facilities Management:

• Develop/review appropriate guidelines and requirements for all offices and ensure that all the necessary facilities are in place and adequate. This includes appropriate and suitable furnishings, an office supplies replenishment system, and safety and security for the staff.
• Ensure the company offices meet the needs of staff (both moveable and immovable assets and outdoor areas where applicable).
• Collaborate with the Country Directors/leads to ensure proper maintenance of offices and facilities.
• Collaborate with relevant country leads, project and landscape managers and cross-functional teams to develop annual budget requirements for both ongoing maintenance and any capital investment requirements related to facility improvements/upgrades.
• Review and secure appropriate liability insurance for all NGO offices and facilities, including commercial insurance.
• Work with the marketing and creative team to ensure the correct and proper signage for all facilities.
• Ensure the provision of other basic office services, including water, sewage, cleaning, and grounds-keeping in all occupied offices (where required)
• Oversee and, as needed, facilitate new project office set-up, including office space procurement and establishment, lease negotiation, identification and procurement of furniture and fittings, branding, etc.
• Work with finance and project teams to facilitate project closure, including proper disposal or relocation of assets, shut down and exit of office space.
• Provide input into proposal budget developments to ensure that costs of in-country administrative needs are appropriately incorporated
• Ensure that all facilities adhere to safety and security requirements as stipulated by local laws and as outlined in the requirements for all occupied facilities.

Procurement & Contracts Management:

• Oversee the procurement department; provide strategic leadership and support for efficient and effective procurement; ensure tax exemptions are applied where available.
• Provide timely and appropriate guidance on procurement policy, strategy, and implementation across the organization.
• Increase efficiency by developing processes, procedures, and best practices to effectively support the programs and operations across all offices; create performance metrics and accountability.
• Support the creation of procurement functions within country programs in Africa. Oversee the review and implementation of existing procurement policies at the company to reflect industry best practices.
• Align the NGO Procurement structures and processes to support the requirements of the company’s various institutional donors (UN, USAID, EU, Dutch, German, etc.). Ensure that appropriate rules are applied in appropriate circumstances (i.e., USAID rules for USAID awards, EU rules for EU awards, NGO rules for unrestricted purchases).
• Ensure that third-party service contracts include “flow down” requirements per government grantor requirements and NGO procurement policies.
• Periodically check in with the NGO teams to review consultancy, contract budgets, and program progress and identify delays or potential challenges that might impact compliance with the agreements.
• Ensure that close-out schedules for all agreements are duly executed in a timely manner and that all relevant documents are submitted and filed.
• Serve as the focal point in the development of all contractual agreements, working with the Program Design, Philanthropy, and Program teams to ensure that the submitted agreements meet all guidelines and are reviewed by appropriate parties prior to submission.
• Coordinate collection of annual procurement plans from Budget Managers and consolidate them into an organizational plan. Ensure all approved donor procurement needs are executed/implemented in a timely manner.
• Ensure thorough review and understanding of the contract terms to capture relevant obligations that safeguard the NGO’s interests.
• Ensure contractual agreements are complete and logically filed and disseminated to relevant staff within the company; this includes both hard and soft copies.
• Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance.
• Collaborate, negotiate, and engage with major suppliers and contractors to ensure the timely delivery of goods and services.
• Participate in due diligence for new partnerships, grants, and collaborations.

Risk Management:

• Support the CFO in providing leadership, innovation, governance, and management necessary to identify, evaluate, mitigate, and monitor the organization’s operational risks.
• Develop Risk Management tools, practices, and policies to analyse and report the organization’s risks and manage them according to the risk management framework.
• Ensure risk mitigation controls are implemented and operating effectively in landscapes and throughout the organization.
• Chair and provide key inputs to the organization’s Risk Management Committee
• Oversee the reviews and assess risk management policies and protocols; make recommendations and implement modifications and improvements.
• Ensure the organization’s risk management policies and strategies are compliant with applicable regulations, set standards, and strategic imperatives. Establish the Enterprise Risk Management architecture for the organization.
• Ensure adequate insurance policy covers are in place, implement health and safety measures, and make business continuity plans to limit risks and prepare mitigation measures.
• Provide support and organize training to staff to build risk awareness within the organisation (sensitizing the staff about the most significant risks to the organization; ensuring departmental heads and country teams understand the risks that might affect their departments; ensuring individuals understand their own accountability for individual risks).
• Support with the review of major contracts, proposed facilities, and/or new program landscapes for risk implications.

Qualification Experience:

• Bachelor’s degree in business administration or related field
• 10+ years of leadership role in the appropriate field.
• A high level of business acumen, with the ability to balance program delivery with budget realities.
• Construction, engineering, building and facilities management training or experience an advantage.
• High capacity for managing and leading people with demonstrated success in maintaining accountability, building effective teams, connecting with staff (both at the individual and group level, and developing leaders from the bottom up.
• Analytical thinker with the ability to identify opportunities and create processes and systems that promote accountability.
• Demonstrated knowledge consistent with the role scope outlined above.
• Proven ability to plan and manage operational processes for maximum efficiency and productivity.
• Ability to streamline and implement new structures and roles that create speed, efficiency, and support rapidly shifting demands.
• Strong working knowledge of regulations and legislative guidelines.
• Superior negotiation skills in both internal and external settings.
• Solid organizational, communication, and leadership skills, demonstrated by previous professional success
• Knowledge of French is an advantage.
• Ability to work under pressure.
• Ability and willingness to travel at least 40% time to remote and sometimes physically challenging conditions.