Administrative Manager at Kest Professional Services

Job Description

• We are seeking a highly skilled and motivated Operations Manager who will play a crucial role in overseeing and optimizing the day-to-day activities of our organization to ensure efficiency, productivity, and overall effectiveness.
• The ideal candidate should possess strong communication skills, exceptional leadership skills, and exceptional skills in overseeing an organization's operations.

Operational Activities:

• Strategically support the execution of major donor-funded projects, ensuring alignment with organizational goals.
• Provide leadership in overseeing daily operations of the secretariat, optimizing efficiency and effectiveness.
• Develop and manage the operational budget, driving cost savings initiatives without compromising quality.
• Spearhead the trademarking process for all organization names to ensure legal protection.
• Formulate and implement organizational policies while ensuring team-wide awareness and adherence.
• Utilize data analysis to calculate comprehensive cost-benefit ratios for informed decision-making.
• Collaborate in addressing due diligence queries for project/programme applications, showcasing a commitment to quality standards.
• Research and recommend innovative technologies and methodologies to enhance operational efficiency.
• Oversee the engagement of the organization’s vendors.

Corporate Travel Management:

• Manage end-to-end travel and logistics arrangements for the team and Board members, ensuring seamless experiences.
• Forge strategic partnerships with travel agents, negotiating advantageous deals for the organization.
• Innovate and implement logistics solutions that optimize travel experiences and productivity.
• Establish global partnerships with airlines and embassies, enhancing organizational reach and influence.

Procurement:

• Lead and facilitate project implementations and contracting processes, ensuring seamless execution.
• Collaborate with the legal team to meticulously review and finalize all legal documents.
• Oversee comprehensive procurement processes for goods and services, emphasizing quality and value.
• Manage the onboarding and contracting of vendors and consultants, ensuring alignment with organizational standards.
• Efficiently manage inventory, both physical and remote, to support operational needs.
• Ensure facility management and compliance with utility agencies, maintaining a productive workplace.
• Collaborate with the programs team to attract and engage skilled talents for project excellence.
• Maintain a comprehensive repository of organizational MoUs and agreements with stakeholders.

Audit & Compliance:

• Ensure full legal compliance with local and international regulations, safeguarding the organization's reputation.
• Collaborate closely with the Finance, Audit & Compliance department to support audit procedures.
• Provide cross-functional assistance to other departments, fostering a collaborative and an integrated work environment.

Admin Functions:

• Oversee administrative functions, ensuring smooth office operations and resource

Allocation:

• Develop and implement administrative policies and procedures, promoting consistency and efficiency.
• Supervise administrative staff, providing guidance, mentorship, and fostering a positive work environment.
• Coordinate logistics for internal and external meetings, workshops, and events.
• Manage office supplies, equipment, and facilities, optimising resource utilisation.
• Ensure compliance with health, safety, and security protocols in the workplace.

Additional Responsibilities:

• Continuously seek opportunities for operational enhancement and innovation.
• Spearhead special projects and initiatives to advance organizational objectives.
• Lead, inspire, and mentor a high-performing operations team.
• Foster effective communication and collaboration across departments.
• Adapt to evolving organizational needs and priorities, demonstrating flexibility and agility.