Our client, a leading investor of choice for small and growing agribusinesses in East Africa, is looking to hire an administrative officer who will support the team in all activities and ensure the smooth running of the company, managing and overseeing daily office operations, ensuring the efficient functioning of administrative tasks, and supporting various departments within the organization.

• Proven experience as an Administrative Officer 
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Self-driven

Administration

- Overseeing and managing day-to-day administrative operations.

- Developing and implementing administrative policies, procedures, and systems.

- Managing filing and updating contracts with consultants, staff, investors, and related parties.

- Organizing travel arrangements for the team.

- Maintaining the online filing system.

- Ensuring smooth functioning of office facilities, equipment, and supplies.

- Coordinating with vendors, consultants, and service providers for facility-related services.

- Overseeing onboarding of consultants, new staff, and service providers.

- Managing office logistics such as courier services and office supplies.

- Implementing health and safety protocols for a secure working environment.

- Managing office facilities, including maintenance, security, and space planning.

- Preparing and managing the administrative budget, including cost forecasting and control.

- Monitoring and analyzing expenses, identifying cost-saving opportunities.

- Managing vendor contracts and negotiating favorable terms for cost-efficiency.

- Supporting travel arrangements for senior managers, staff, and consultants.

- Implementing and maintaining internal controls and procedures to mitigate operational and compliance risks.

- Providing general support to visitors.

- Providing administrative support to senior management and other departments.

- Scheduling and coordinating meetings.

- Assisting with recruitment and onboarding processes for new employees.

- Coordinating employee benefits, leave management, and payroll administration.

- Identifying areas for improvement and streamlining administrative workflows.

- Analyzing and reporting key performance indicators for administrative functions.

Investor Relations

- Communicating with investors after the contracting process.

- Acting as the primary point of contact for investors, addressing inquiries and providing excellent customer service.

- Organizing and participating in regular calls with investors.

- Following up on agreed deliverables.

- Organizing financial and impact reports.

- Liaising with Impact Monitoring consultants for timely report preparation.

- Managing investor communications, including periodic reports, statements, and updates.

Communication

- Managing communication channels, including the organization's website and LinkedIn homepage.

- Drafting communications in collaboration with the team.

- Coordinating and organizing company events, conferences, and meetings.