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Senior Ministry Administrator

(Based at Head Office – Nairobi, Kenya)

This role requires of a gifted leader-manager able to guide other organizational officers and
teams to a robust and innovative implementation of goals with a missions and ministry mindset.
The role holder will develop and oversee the implementation of a ministry administration
framework to guide and support management processes, systems, structures, and standards
across the entire organization.

Key Duties & Responsibilities

  1. Capacity and ability to provide strategic business thinking and planning to support
    organizational growth, innovation and sustainability
  2. Oversee the working relationship between various country managers and departmental
    heads through effective planning, communication, development of work plan schedules and
    matrices among other management processes towards enhanced team collaboration,
    efficiency and effectiveness
  3. Manage the office administration function, resource deployment and support resolution of
    issues relating to operational management to ensure a smooth, synergized running of the
    offices, departments, and projects.
  4. Develop Possibilities Africa’s administrative framework, review from time to time and
    monitor the adoption and application of the framework including policies, procedures,
    guidelines, standards and all that is necessary to guide and standardize operational and
    management processes.
  5. Ensures all HR issues are properly, adequately, and timely addressed including but not
    limited to:
  1. Maintain with the highest level of confidentiality, file for all staff documents including
    contracts, policies, leave forms and other related staff information
  2. Coordinate with finance to ensure staff payroll obligations are executed in a timely
    manner
  3. Processes and manage staff leave scheduling and requests ensuring that leave
    applications received are properly channeled for immediate processing and response.
    Further, maintains proper staff leave records
  • 6. Understands, enjoys and is able to navigate the legal, policy, regulatory, statutory, human
    resource, administration & governance issues of running an organization:
  1. Ensure compliance with all company registry issues and filing
  2. Ensure all statutory permits and licenses are up to date, rent and utilities are paid, and
    all agreements with third parties are maintained and adhered to
  3. Ensure a working environment that supports the team’s health and safety is created and
    all safety requirements are installed and maintained; and working with the
    communications department to provide and sensitize the team’s preparedness and
    support for and during any emergencies onsite or offsite
  4. Manage all staff information/data, ensure all employee files are up to date
  5. Process all staff contracts and correspondence on time
  6. Arrange for staff training as planned
  7. Retrieve and organize all organizational policies, procedures, and guidelines and with
    the input of the communication department undertake sensitization, monitoring, and
    enforcement of their application among the team members across the departments and
    countries
  • 7. Oversee administrative systems in support of operations including Finance, IT systems, HR,
    office space and associated equipment, and vehicles, and hold overall responsibility for the proper functioning of the virtual or physical working spaces
  • 8. In consultation with IED, Responsible for defining, promoting and nurturing a befitting “PA
    Way’ Culture among staff, clients and even external stakeholders
  • 9. Advice & support IED & board with research, information, documentation and actions that
    enhance great governance actions and decision making by the IED and the board. Further
    supports country boards in the coordination of the relationship between each country and
    the IED and head office
  • 10. Fully organize the logistics of and participate in board meetings and other stakeholder
    meetings as may be required to support the board to perform their duties:
  1. Support with the preparation of agenda, circulating any necessary papers, and ensuring
    the keeping of accurate minutes
  2. Coordinate short term missions’ trips through planning and hosting
    Responsible for conferencing planning and execution
  3. Coordinate and facilitate arrangements for external visitors and guests

Skills & Qualifications Required

  • Degree in Business Administration or relevant field
  • Certified Public Secretary qualification will be an added advantage
  • 7 years of progressive relevant work experience in a similar role
  • Team player with excellent interpersonal, communication, and organizational skills
  • Should have experience in minutes writing and reporting
  • Ability to work under minimum supervision
  • Ability and willingness to travel within and outside the country

How to apply

Interested candidates are invited to send their applications to:
hrvacancies@possibilitiesafrica.org by 27th August 2021.
Applications will be reviewed on a rolling basis. Please indicate the job title as the subject of your
email application.

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