RTI is an independent organization dedicated to conducting innovative, multidisciplinary research that improves the human condition.
With a worldwide staff of more than 3,600 people, RTI offers innovative research, development, and a full spectrum of multidisciplinary services.
Universities in North Carolina founded RTI in 1958 as the first scientific organization in and centerpiece of the Research Triangle Park.
We are seeking to recruit an Office Manager for the Indoor Residual Spraying (IRS) Project in Africa, part of a large regional support program funded by the Presidents Malaria Initiative (PMI) through USAID.
The Office Manager will be based at the Africa Regional Office in Nairobi.
Specific Responsibilities:
With a worldwide staff of more than 3,600 people, RTI offers innovative research, development, and a full spectrum of multidisciplinary services.
Universities in North Carolina founded RTI in 1958 as the first scientific organization in and centerpiece of the Research Triangle Park.
We are seeking to recruit an Office Manager for the Indoor Residual Spraying (IRS) Project in Africa, part of a large regional support program funded by the Presidents Malaria Initiative (PMI) through USAID.
The Office Manager will be based at the Africa Regional Office in Nairobi.
Specific Responsibilities:
- Ensure vehicle and office leases, utilities, deliveries, security, maintenance, office supplies and equipment are properly handled.
- Coordinates Local Procurement of services, office supplies and equipment to support NRO.
- Coordinate Customs clearance for off-shore procured supplies and project materials.
- Provide local Kenyan information as may be required by staff coming from other countries.
- Ensure shipping of Computers to others countries for new staffs e.g. Burkina Faso and Liberia.
- Provide administrative support to the Regional team, and other senior managers transiting through Kenya or performing TDYs in the NRO.
- Ensure that there are adequate office supplies for smooth running of the entire office.
- Coordinates a wide range of administrative and support duties for the IRS Program at the Nairobi Regional Office (NRO).
- Supervises coordinates and prioritize the daily work schedules of support staff consisting of Office assistants, Receptionist, Drivers, Gardner and the Guard.
- Support other RTI but non IRS projects facilitating processes such as Procurement as assigned.
- Manage Accounts Payable for NRO, ensure that the bills are reconciled before they are handled to finance team, e,g travel statements and Utility Bills.
- Ensure observance and compliance of local tax laws e.g. VAT.
- Maintain contacts at the relevant GOK Ministry's for processing of tax exemption and waiver documents e.g. the Ministry of finance.
- Preparation of Tax exemption documents in accordance with USAID/GOK MOU in implementing the IRS Project (DAI Form).
- Coordinate payment and tracking of services and supplies.
- Ensure timely billing of utilities is done on time by the vendor .e.g. the Telephone bills.
- Ensure that Regional Assets are properly tagged and facilitate other IRS country Property officers as assigned.
- Responsible for coordination of travel, local and international travels. Hotel reservations for Regional staffs and on some occasions for TOY. Travelers visa acquisition and airline bookings for TOY connection through Nairobi.
- Supporting Spouse for expatriates e.g. Visas.
- Assist expatriates to secure temporary housing and residences when re-locating to Kenya and Customs clearance of personal shipments.
- Other duties delegated may be assigned from time to time.
Required Minimum Qualifications:
- A Bachelor's degree in Business Administration, Management or.a related discipline.
- A minimum of 3 year experience in a similar role.
- Additional professional training in procurement and logistics management preferred
- Knowledge of USAID rules and regulations a plus.
- Working knowledge of PBX Telephone system and standard office equipment, fax and photocopier
- Demonstrated experience using Microsoft Office Suite applications including Excel, Word, and Power Point preferred.
Management, Leadership Skills, and Abilities:
- Discreet in the judgment and management of confidential matters; materials and sensitive issues.
- Ability to answer most :nquiries and questions independently and follow up on requests in an efficient manner.
- Ability to resolve problem situations is a tactful and effective communicator, both orally and in writing, ability to deal with persons of diverse cultures.
- Considerable knowledge of office practices and procedures or the ability io comprehend them.
- Ability to function independently and carry out routine responsibilities with minimal supervision.
- Ablity to work hands-on, independently, and within team.
- Culturally astute, respectful and tolerant
- An understanding of and commitment to RTI's mission and values
Candidates who fully meet the requirements above should submit a cover letter, detailed CV, including daytime contact and three referees to jojuok @ nb.rti.org by February 5th 2010.
Only short-listed applicants will be contacted.
RTI is proud to be an EEO/AA employer M/F/D/V
