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Cluster Office Administrator – Marsabit

Job title: Office Administrator – Cluster Office

Direct reports to: Logistics and Procurement Manager

Dotted line reports to: People and Culture Manager

Job title of persons supervised: Office assistants, drivers, guards

Location: Marsabit

 1. JOB SUMMARY 

BOMA is working to lift 3 million people out of extreme poverty by 2027. BOMA’s mission is to provide the people and governments of Africa’s drylands with economic inclusion programs that increase resilience to multiple crises. Founded 15 years ago to eliminate extreme poverty among pastoralist women in Kenya, BOMA has since transformed the lives of more than 350,000 women, youth and refugees in East Africa. BOMA stands out for its focus on last mile populations of the drylands of Africa, who are most at risk to shocks from climate change and COVID-19, tech savvy and data driven approach, impressive graduation rate and 99% local structure based in Africa. 

Find out more about BOMA by visiting our website: www.bomaproject.org 

2. DUTIES AND RESPONSIBILITIES 

2.1 Procurement Responsibilities

2.2.1 Responsible for procurement matters within the assigned office cluster collaborating closely with the People & Admin Officer and Finance & Admin Manager.

2.2.2 Maintain supplier’s database, contracts, contacts at the Cluster Office Level 

2.2.3 Assist the Head Office procurement team during prequalification of service providers. 

2.2.4 Occasionally review procurement opportunities available at the Cluster level and advice the Finance & Admin Manager to ensure value for money. 

2.2.5 Assist in compiling bid analysis for the procurement committee. 

2.2.6 Responsible for submission of procurement documents for payment from the Cluster Office. 

2.2.7 Maintain records and file Requisition and Local Purchase Order. 

2.3 Administration Responsibilities 

2.3.1 Responsible for the safety, look and feel of the office including office maintenance/repairs.

2.3.2 Manages all office supplies and stationery.

2.3.3 Manages all front office services.

2.3.4 Assign/allocate office sitting and working spaces.

2.3.5 Responsible for allocation of vehicles to program teams for field travel and follow ups.

2.3.6 Managers all logistics for the programs including drivers’ schedules, vehicle repairs and services, etc.

2.3.7 Maintain car fuel logs, maintenance and service schedules for all vehicles and motorbikes.

2.3.8 Responsible for ensuring that BOMA cars are parked by stipulated time.

2.3.9 Maintain vehicles and motorcycle logs for the cluster office.

2.3.10 Ensure safety and security of BOMA assets in the Cluster Office and the field.

2.3.11 Manages and controls petty cash at the cluster office.

2.3.12 Responsible for cash reconciliation and replenishment.

2.3.13 Support budgeting procedures at the cluster office level.

2.3.14 Update and maintain BOMA Asset and inventory list at Cluster level and supplies records.

2.3.15 Organize travel arrangements for staff within the cluster office and visiting teams by making necessary bookings.

2.3.16 Receive and review payment documents submitted at the cluster office for transmission to Head Office for payment. 

2.3.17 Supervise and support the Cluster Office support staff and be accountable for their performance management. 

2.4 People (HR) Responsibilities 

2.4.1 Responsible for regularly processing of leave applications and updating the leave register for your cluster office and forwarding the same to the People and Culture Manager for filing

2.4.2 Receives documentation for new staff/joiners in your cluster office and ensure it is processed within the set timelines. The same documentation to be sent to the People Operations Assistant.

2.4.3 Ensure the new staff in your office are onboarded properly by ensuring the staff are properly set up in terms of work tools, e-mails, BOMA branded welcome kit etc. by following the onboarding check list.

2.4.4 Support in the onboarding process i.e once the new staff receive their work tools, ensure the staff log into their email accounts to activate BOMA email addresses and accounts to view their onboarding and orientation schedules

2.4.5 Ensure the staff in the cluster offices have compliance documents when it comes to motorbike licenses and motor vehicle licenses

2.4.6 Support in offboarding process of staff i.e. conducting exit interviews when called upon by People and Culture Manager, assist in managing the exit process/offboarding including employee clearance.

2.4.7 Assists in the overall recruitment process as guided by the People Operations Coordinator e.g. contacting candidates when recruiting staff at the cluster office.

2.4.8 Assists in the co-ordination of staff welfare initiatives e.g. staff trainings in the cluster office etc.

2.4.9 Be the first point of contact when solving employee grievances at the cluster office.

2.4.10 Conduct performance reviews for your direct reports as per the performance review calendar.

2.4.11 Identify development and training needs of your direct reports and provide recommendations to the relevant parties i.e. Procurement and Administration Manager, Director of IT Solutions, & People and Culture Manager.

2.4.12 Support the People and Culture Manager on People matters as guided.

2.5 Taking up any other additional duties and responsibilities that are assigned from time to time. 

3. QUALIFICATIONS:

3.1 At least a bachelor’s degree in International Development, Business Administration/ Management or a related field required from a recognized institution. 

3.2 Minimum at least 3 years in administration experience. 

3.3 Excellence interpersonal, oral and written communication and negotiation skills, including expert command of English grammar and AP style. 

3.4 Strong planning and organizational skills. 

3.5 Excellent computer skills in Word, Excel, PowerPoint, internet, remote conferencing applications. 

4. HOW TO APPLY: 

Interested and suitable qualified candidates to submit their application, including Cover Letter, detailed CV, daytime telephone contact, and three professional referees to recruit@bomaproject.org (do not include copies of certificates). 3 

Give details of your current salary and the expectation in this position on the body of your Application Cover Letter. The subject line of your application should be clearly marked Cluster Office Administrator – Marsabit. 

Applications must be received by 12th August 2022; late applications will not be considered. 

While we thank all applicants, please note that only shortlisted candidates will be contacted for interviews. 

Chief Technology Officer

Full PDF Listing | BOMA CTO

The Chief Technology Officer has complete ownership of and accountability for the delivery and operation of enterprise-wide systems and technology ensuring their alignment with BOMA’s business strategy. As a member of the Executive leadership team, the Chief Technology Officer participates in and contributes to the organization’s overall operations and strategy development, bringing current knowledge and future vision to leverage information technology in business model design, business processes re-engineering, and operational improvements that support the organization’s mission.

The Chief Technology Officer, in a collaborative and structured fashion, helps set priorities and sequencing for organizational programs and projects. The position also launches new products, implements new systems, integrates new vendor solutions, and provides direction to cross-functional teams. BOMA is headquartered in the USA and Kenya. This position may be based in Kenya, South Africa, Nigeria, or another African country. Up to 50% travel to Kenya will be required if the successful candidate is not located in Kenya.

Chief of Field Operations

Full PDF Listing | BOMA CFOPS

The Chief of Field Operations will lead BOMA global operations across multiple countries, providing strategic and inspirational leadership to BOMA’s Africa employees to deliver measurable results in reaching 3 million people in the ASALs of Africa by 2027. The Chief of Field Operations will oversee the critical expansion of BOMA in Kenya as well as emerging countries in Ethiopia, Uganda, and Nigeria.
In partnership with the CEO and ELT, the Chief of Field Operations will implement BOMA’s global strategy implementing the REAP program throughout Africa through strategic partnerships and government adoption. The Chief of Field Operations will provide functional leadership scaling, standardization, and management across Country Directors and Training Development and Delivery.
The Chief of Field Operations will serve as a member of the Executive Leadership Team (ELT), contribute to strategic plan, and build organizational capability of operational & impact excellence. As part of this role, the Chief of Field Operations will manage senior staff, and is expected to develop and manage a departmental budget.

BOMA is headquartered in the USA and Kenya, this is a global position based in Nairobi, Kenya. Travel to the USA, within Kenya and other countries will be required for meetings with partners, donors, senior staff, and the board of BOMA.

Kenya Country Director

Learn More and Apply

The Kenya Country Director (KCD) will work closely with the COO and executive team to implement BOMA’s global strategy around designing, adapting and implementing the REAP program primarily in Kenya and throughout Africa as requested, through strategic partnerships and government adoption. S/he will proactively seek out new opportunities for new business development, work with the team to innovate and adapt REAP to new contexts, and capture key learnings to continually drive impact higher, drive costs lower, and sustain BOMA’s reputation as a leading poverty alleviation organization. The KCD will act as the primary representative for BOMA in Kenya and will take the lead on building new relationships and partnerships with organizations and governments in Kenya. Finally, the KCD will set the tone for BOMA’s organizational culture in Kenya and will build a cadre of future leaders.

A successful person in this role will be conscientious, with excellent judgment and will display an entrepreneurial spirit that is both creative and flexible. S/he will combine strong communication skills, creativity, initiative, team approach and participatory leadership with tactful decisiveness to assist in the development and implementation of BOMA’s global strategy. Multi-tasking, prioritizing, problem solving and simultaneous attention to detail and strategic vision are essential. The individual will be a strategic thinker able to bring ideas to implementation. The role holder will have exceptional proposal development skills and an outstanding ability to design innovative programs that are responsive to community needs. An interest and ability to travel and work in very remote environments, and awareness of and sensitivity to multicultural international development work as well as ability to train and facilitate dialogue among a diverse group of individuals with various skill sets and working styles in required. An even temperament and a great sense of humor are highly appreciated.

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