Background
Jacaranda Health is a social venture that aims to set a new standard for maternity care in East Africa. We are combining business and clinical innovations to provide affordable maternity and reproductive health services to low-income urban women.
We are launching our first clinics in Nairobi this year, and plan to expand to other locations in the region.
Job Summary
To assist in the setup and day to day running of our office in Nairobi, Jacaranda Health is seeking an experienced office administrator.
The office administrator will play a critical role in establishing and maintaining the office infrastructure and processes for Jacaranda Health’s office in Nairobi and coordinating procedures related to HR, Finance and Operations and ensuring that Jacaranda Health runs effectively and efficiently.
We are also looking for an intelligent, proactive leader who can take on a wide variety of strategic projects (such as research and planning projects to support our business setup and growth) to contribute to the success of our new business.
Availability
The Office Manager will be expected to work a standard workweek of 45 hours and may occasionally be required to work in the evenings and on weekends. This position may require 5% domestic travel.
Essential Job Functions
General administrative duties
• Set up and maintain office standards and processes in accordance with Jacaranda Health policies and procedures; example Request for Payments(RFP), check writing, filing, contracts
• Create and maintain all documents and records related to office operations
• Act as the main point of contact for procurements, such as medical supplies and equipment for Jacaranda clinics, travel arrangements, office equipment and office supplies
• Keep the office and clinics stocked with supplies and equipment and ensure office and clinic equipment is services & maintained as needed
• Maintain supply and equipment inventory
• Provide administrative support to Jacaranda Chief Operating Officer, Business Operations Manager and other Jacaranda Health staff, including transportation, travel and coordinating meetings and special events
• Provide support to Jacaranda Operations staff in identifying potential sites for clinic locations, negotiating lease agreements, and coordinating logistics of clinic renovations and construction
• Work closely with clinic administrative staff (e.g. receptionists and cashiers) to ensure the smooth running of administrative functions at the clinic sites
• Manage hospitality and greet guests for meetings
• Liaise with other contacts and partners as required and maintain contacts list
• Translate basic items from Swahili into English and vice versa
• Other office related duties as required
HR administrative duties
• Develop and improve existing HR processes, policies and documents, including performance management processes, employment contracts, employee manuals, etc. in consultation with Jacaranda senior management
• Assist with new hires process; including advertising for new positions, reviewing applicant resumes/CVs, short listings candidates, conducting interviews, reference checking, and on boarding of new staff members
• Ensure the necessary documents for new employees (e.g., work permits, tax IDs, bank accounts, etc.) are obtained and maintained and that HR policies are applied consistently across new hires
• Create and maintain official staff “Personnel Files”
• Make arrangements with local health insurance companies and benefits providers for staff and act as focal point with those vendors as well as keep all records of correspondence and personnel records pertaining to those insurances;
• Act as liaison for staff performance evaluation program; assist staff with all matters pertaining to this evaluation
• Keep staff updated with latest policies and act as focal point for any questions/concerns any staff may have with regards to HR matters
• Manage staff payroll and staff leave requests
• Develop internal organizational charts
• Perform other HR duties, as assigned.
Required Knowledge, Skills, and Abilities
• Strong working knowledge of Microsoft Word, PowerPoint, Excel and Outlook
• Fluency in English and Swahili
• Knowledge of local vendors and where to source products and services
• Ability to maintain a high level of accuracy in preparing and entering information
• Knowledge of human resource processes and administration
• Exceptional skills and experience in HR strategy to create high performing teams
• Excellent time management, organizational, and prioritization skills
• Clear communication skills
• Professional interpersonal and intercultural relationship skills
• Independent, self-starter capable of working well with a team, multi-tasking effectively and managing a variety of responsibilities typical in a start-up environment
• Ability to gain working knowledge of Jacaranda Health’s policies, procedures, and practices
• Passion for and commitment to Jacaranda Health's mission
Education and Experience
• Degree in business management, human resources or related field; Bachelor’s degree preferred.
• Five or more years of related experience
Additional Comments
The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.
Interested candidates may apply by email with an up to date CV and cover letter to jobs@jacarandahealth.org by November 11th, 2011.
Please put "Office Administrator" in the subject line.
