Administrative Officer

Job Title Administrative OfficerJob Grading Grade 5Organisation Johanniter-Unfall-Hilfe e.V. / Johanniter International AssistanceJob Location Nairobi, KenyaThis position is on full-time basis-100%Job Responsibilities and AccountabilitiesOverall job purposeJohanniter-Unfall-Hilfe e.V. is a German non-governmental organization, dedicated to excellence in the field of first aid, ambulance service, social service programs and other projects in the medical and social field. The Federal Headquarters (HQ) are based in Berlin, Germany. Johanniter International Assistance is the operational unit for humanitarian aid, development co-operation and emergency relief, implementing and supporting projects in Health, Nutrition, WASH as well as Food Security & Income Generation worldwide. (www.thejohanniter.org)The Administrative Officer is a national staff position within Johanniter International Assistance in Nairobi, Kenya. The overall objective of the position is to support high quality Administrative Management for the Johanniter Regional Office in Kenya, ensuring quality is in line with internal Johanniter, donor and stakeholder standards.Reporting linesReporting to: Regional Finance CoordinatorGives technical advice to: N/AReceives technical advice from: Regional Finance Coordiantor, HR & Logistics Manager Kenya, Regional DirectorStanding in for: N/ARepresented by: Regional Finance CoordinatorStrategy and Vision* Actively supports the values of Johanniter and shapes his/her work according to these values * Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility * Supports the implementation of the regional strategy in his/her area of responsibility in line with the global JIA strategyLeadership* Actively lives the Johanniter’s leadership principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment. This is reflected in the day-to-day activities in line with the Code of Conduct and related policies to achieve our goalsTechnical ResponsibilitiesFinance* Manage the regional cash and bank books. * Record daily transactions in Cash & Bank books; ensure booking texts comply with financial guidelines and L codes are completed. * Ensure safe security and perform weekly reconciliations with Regional Finance Coordinator. * Process payment requests, prepare vouchers, and submit for approval with complete documentation. * Support monthly closing, bank and cashbook reconciliations; manage cash advances and follow up on expenditures. * Ensure purchasing procedures are followed; verify RFPs, PAs, NCPs, and payment vouchers are properly authorized. * Perform scanning and coding of finance vouchers to support month-end closing and ensured accurate documentation on the 4JUH platform. * File all invoices and financial documents; maintain an organized and up-to-date filing system.Human Resources* Inducts new regional staff on admin related procedures and processes * Disseminates and create awareness of staff guidelines to new regional staff * Manage all immigration processes for international staff including but not limited to processing of special passes and work permits for international staff in the region * Coordinate planning of annual leave for national staff of regional office * Prepare and consolidate the expats payroll for processing of local taxes and other statutory contributions * Prepare payroll schedules and handover the approved payroll to country office for consolidation of payment of taxes and other contributionsOffice management* Supports regional staff in administrative duties * Coordinate and process visas for regional office staff and staff traveling to other countries, ensuring timely submission of applications and compliance with immigration requirements * Supports the procurement and maintain a regularly updated databases on Johanniter shared office services (including TI, electricity, water etc…) * Confirms that all shared administrative expenses (utilities, telephone, internet etc.) are done through the respective procurement policies and set of required paperwork * Manages regional office supplies and keep stock record updated. * Keeps and update tracking sheet for all running contracts for regional office * Prepares meeting minutes, meeting notes and internal support materials * Supports with small office and programmatic purchases * Establishes and maintain a manual and electronic filing/record keeping system for easy storage and retrieval of documents * Contribute to a motivated, effective and organized working environment * Support with office and office equipment maintenanceTravels and events* Scheduling and coordinating appointments and meetings for staff and those for stakeholders * Organise team travels to the field * Organise external as well as in-house events * Support with local, regional and international travel arrangementsRepresentation, liaison and coordination* Develops and maintain a good working relationship with stake holders, Government officials, vendors * Coordinates with other departments ensuring team work to meet set targets * Performs any other related task assigned by the supervisor or management.Person SpecificationProfessional /Qualification* Bachelor’s Degree in Business administration, Management or any other related fieldExperience* At least 3+ years of work experience in a similar position in Humanitarian Organisation * CPA level 1 is an added advantage. * Knowledge of humanitarian principles, core humanitarian standardsSkills* Strong organizational, planning and analytical skills * Working proficiency in English (written and spoken) * High-level knowledge and practice with Word, Excel, Outlook, etc. * Good writing skills * Strong social skills, effective and result oriented style of work * Independent and team player * Ambitious to learn and grow professionally * Structured work mode * Committed to the humanitarian principles, gender equality and social inclusion * Willing and able to work in a multi-cultural team * Ability to work under pressure and in changing environments and to adapt to the complex and stressful working conditions of the area of operations.Johanniter Safeguarding Statement and/ or commitmentIt is Johanniter’s responsibility to create an environment built on integrity, respect and accountability, in which all staff and volunteers are comfortable to work and feel safe. We have a zero-tolerance policy when people cause harm to others. Those who misbehave or are complicit will be held accountable for harmful actions. It is the employee’s responsibility to promote appropriate behaviour and to report infringements that could potentially harm those in our organisation’s care and damage the reputation of Johanniter. Those who raise complaints or concerns will be appropriately protected and respected.HOW TO APPLYJohanniter is an equal opportunity employer that values diversity. Suitable candidates with disabilities are encouraged to apply.-We require background checks (including criminal record and reference checks) to protect the vulnerable and prevent abuse-Applications for this position MUST include the following:1. A concise and up to date CV. 2. A cover letter explaining how you meet the criteria for this position as stated above (no more than 1 page). 3. Reference contacts (phone numbers and email addresses) of three referees. Please state their working relationship to you, the position you held at the time and the dates you worked together. 4. Certificates of service from previous Employments. 5. Applications which do not include all of the above will not be considered.-Applications should be sent to [email protected] until 13th March 2026 by 5pm.-Please indicate Administrative Officer in the subject line of your e-mail.-Short-listed candidates will be invited for interviews via email.Johanniter does not charge a fee at any stage of the recruitment process (application, interview, or onboarding).