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Administration Manager
Contract, Bachelor's Degree, 4-5 Years, Nairobi, Positions: 1
Job description
The Hiring Company
Our Client is a dynamic and growing organization committed to excellence in its industry. The company fosters a collaborative and innovative environment where proactive professionals can thrive. We are seeking a highly organized, tech-savvy, and motivated manager to oversee the administrative functions and lead the Logistics and Shared Services Hub.
Position Summary
We are looking for an Administration and Hub Manager with 2-3 years of experience to oversee our daily administrative operations and lead our Logistics and Shared Services Hub. The ideal candidate is a detail-oriented professional who holds a business-related degree, is an active member of a relevant professional association, and possesses strong ICT (Information and Communication Technology) skills. You will be responsible for ensuring seamless office operations while managing a centralized hub that provides critical logistics and administrative support to the entire organization.
Key Responsibilities
1. Hub Leadership & Management:
- Lead, manage, and develop the team within the Logistics and Shared Services Hub.
- Oversee the daily operations of the hub, ensuring efficient and timely delivery of logistics and administrative services to all internal departments.
- Develop and implement standardized processes, SLAs (Service Level Agreements), and KPIs (Key Performance Indicators) for hub services.
- Continuously analyze hub performance and identify opportunities for improvement in cost, quality, and speed.
2. Logistics Coordination:
- Manage inbound and outbound logistics, including shipping, receiving, inventory control, and distribution.
- Coordinate with suppliers, freight forwarders, and internal stakeholders to ensure smooth supply chain operations.
- Maintain accurate inventory records for both office supplies and hub-managed assets.
- Ensure compliance with all relevant health, safety, and customs regulations for logistics activities.
3. Office & Administrative Management:
- Manage the day-to-day operations of the main office, ensuring a clean, secure, and productive work environment.
- Oversee central procurement, vendor management, and contract administration for office and hub-related services.
- Develop, implement, and maintain office and hub policies, procedures, and administrative systems.
4. ICT & Systems Management:
- Serve as a super-user and first line of support for key office and hub technology, including inventory management software, Microsoft 365, and telecommunications systems.
- Leverage technology to automate and streamline hub and administrative processes (e.g., using Power Automate, database management).
- Manage user access and permissions for key operational platforms.
5. Financial Administration:
- Assist in the preparation and management of budgets for the administration department and the shared services hub.
- Monitor expenses, process invoices, and ensure cost-effective operations.
- Provide data and reports on hub and administrative spending.
Requirements
Qualifications & Experience
- Essential: Bachelor’s degree in HR, Project Management, Strategic Management, Business Administration, Supply Chain Management, or a related field.
- Essential: 2-3 years of proven experience in an office management, administrative, or operational role, with demonstrated experience in team coordination or leadership.
- Essential: Experience in logistics, supply chain coordination, or managing a shared service function is highly desirable.
- Essential: Active membership in a relevant professional association (e.g., International Association of Administrative Professionals - IAAP, Institute of Supply Chain Management, or similar).
- Highly Desirable: Demonstrable ICT proficiency, including advanced skills in the Microsoft 365 Suite and experience with inventory or logistics management software.
Required Skills & Competencies
- Leadership & People Management: Proven ability to lead a small team, delegate tasks, and foster a collaborative environment.
- Tech-Savvy: A natural affinity for technology with the ability to quickly learn and master new software and platforms to improve efficiency.
- Process Improvement Mindset: Strong analytical skills with a focus on developing and optimizing processes for shared services.
- Exceptional Organizational Skills: Superior ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment.
- Strong Communication: Excellent verbal and written communication skills, with the ability to interact professionally with all levels of staff, vendors, and internal customers.
- Proactive Problem-Solver: A self-starter who can identify issues and implement effective solutions independently.
Benefits
What We Offer
- A competitive salary and benefits package.
- Opportunities for professional development and growth in a leadership role.
- A pivotal role in optimizing core operations for the entire company.
- A modern, supportive, and technology-driven work environment.
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