Title:Manager, Administration
Location:Nairobi, Kenya
Grade:8
Monthly Gross:Kshs.286,750
Reports to:Chief Administration Officer / Kenya Country Director
Supervision Given: 40% Associate, Finance & Storekeeper and contractors (cleaning and security teams).

About RefugePoint

WHO WE ARE

Founded in 2005, RefugePoint partners with refugees to access life-changing solutions and transform how the world supports them. For those who can safely remain in the country to which they have fled, we help them reach stability and work towards self-reliance so they can meet their own needs. Unfortunately, many refugees can’t go home and can’t safely stay in the country to which they have fled. We help these people relocate to a safe, new country, through resettlement or other pathways, so that they can begin to rebuild their lives. RefugePoint helps refugees access these solutions using three tactics: direct services, field building, and systems change. Through this three-pronged approach we provide direct services to thousands of refugees each year, strengthen the capacity of other organizations to better serve refugees, and influence global policy and practice to transform refugee response systems.

Lasting solutions work. Directly, we’ve referred over 140,000 refugees for resettlement or other pathways to a safe, third country. We’ve also equipped thousands of refugees with the tools to support themselves and their families in the country to which they’ve fled. Through innovation, collaboration, and influence, we've helped lead the sector in expanding long-lasting, refugee-centered solutions, and instigated major sea changes in global practice.

You will be joining a growing organization (115+ staff globally) spearheading new initiatives that are changing the face of humanitarian response, and we would be excited to have you on our team!

OUR VALUES
RefugePoint has core, cross-cutting principles and values that define our work:

• Refugee-Centered: We create space for and elevate refugee voices and leadership within the organization to guide our work.

• Anti-Racist & Anti-Colonial: Recognizing that racism, colonialism, and global white supremacy culture have caused many of the inequities driving the world’s refugee situations, we seek to integrate and center anti-racist and anti-colonialist principles in all that we do.

• Equity-Focused: We deliver services, build capacity, and influence policies and systems to strengthen equity in the humanitarian sector.

• Trauma-Informed: We integrate a trauma-informed approach and offer mental health and psycho-social support services to clients and staff.

• Evidence-Informed Practice: We use an evidence-informed approach to practice, i.e., the integration of research evidence alongside practitioner expertise and the people experiencing the practice.

• Collaborative: The urgency of need and the magnitude of the problem requires shared responsibility and shared action. We seek opportunities to engage in networks and partnerships.

Position Summary

The Manager, Administration, is responsible for ensuring the smooth and efficient running of all office operations, infrastructure and administrative systems within RefugePoint’s Kenya office. This role is critical in providing comprehensive administrative support that enables our teams to focus on delivering impactful programs. The Manager Administration will oversee daily office operations, manage facilities and inventory, coordinate support for events, and maintain operational insurance requirements and regulatory compliance while supervising administrative staff.

The core responsibilities of this position are as follows:

Office Management and Operations

• Oversee day-to-day operations of the Nairobi office ensuring a functional and professional work environment.

• Manage office leases, space and layout planning in coordination with senior management, HR, and team leads.

• Ensure continuous operational support, including supplies, utilities, and administrative services.

• Maintain professional work environment standards, including cleanliness, organization and safety standards.

• Develop, maintain and enforce Standard Operating Procedures (SOPs), protocols and standards for facility access and office conduct.

Facilities Management and Maintenance

• Develop and manage cleaning, security and pest-control schedules to maintain high facility standards.

• Provide day-to-day supervision and guidance to sub-contractors engaged to ensure facility cleanliness and security

• Proactively plan and coordinate timely repairs and maintenance to ensure the office infrastructure is in good working condition. 

• Oversee office upgrades, renovations, and space improvements from planning through implementation.

• Coordinate with building management and external contractors for major facility issues and improvements

• Oversee vendor contracts for facility services,  including electricity, medical waste collection, supplies, and internet, to avoid service disruptions.

• Monitor the facility safety standards and ensure compliance with occupational safety and health (OSH) standards.

Asset & Inventory Management

• Provide day-to-day supervision and guidance to the Associate, Finance and Store-Keeper

• Maintain the organization’s Asset Registry and ensure accurate tagging and tracking of all organizational assets.

• Oversee the disposal of all agency assets and ensure that such activities are in compliance with organizational policies and approval procedures.

• Ensure implementation of sound and effective inventory management systems.

• Oversee periodic inventory audits & stock-taking

• Maintain and regularly update phone number logs for staff and offices; manage SIM card allocation and deactivation of unused lines.

Event Coordination and Logistics 

• Plan and coordinate comprehensive event logistics, including venue setup, materials procurement, catering, and technical requirements for internal office events, meetings, workshops, and organizational functions.

• Build and maintain relationships with external vendors and service providers for event-related services

• Support program teams in organizing and executing field-based or partner events where needed.

Financial Support

• Support the annual budget planning process by providing detailed administration requirements and cost estimates

• Act as the Bank Agent responsible for the withdrawal of money from the bank.

• Support the separation of duties by initiating wire transfers through online banking systems;

• Ensuring that vendors receive timely proof of payment instructions.

Regulatory Compliance and Office Safety and Health

• Maintain good working relationships with regulatory bodies including the Directorate of Occupational Safety & Health Services (DOSHS), The County Council, The Fire Department & The Office of the Data Protection Commissioner (ODPC). 

• Ensure timely renewal of office licenses and compliance with required government permits

• Coordinate inspections, compliance audits and regulatory submissions

• Coordinate & lead internal OSH committee workings

• Review, improve and implement office safety protocols. 

• Ensure staff awareness of office safety protocols

• Coordinate and lead periodic safety training & drills

• Ensure office facilities have up-to-date safety equipment and signage that meet required safety standards

Other duties assigned.

Required Qualifications:

• University degree or a higher diploma in Business Administration, Business Studies, or a related field;

• 3-5 years' work experience in administration, office management or operations roles;

• Excellent written and verbal communication skills; 

• Strong interpersonal skills; 

• Excellent computer skills; 

• Proven experience in procurement, asset management, compliance, and vendor coordination.

• Strong understanding of safety, regulatory, and compliance frameworks in Kenya.

• Experience managing facility improvements, office logistics, and staff supervision.

Additional qualifications

• Certificate or higher certification in facilities management

• Prior experience processing financial transactions

Special Requirements:

• Current Police Clearance Certificate