Job Description
Job Title:
Administrative Manager
Reporting to:
Country Manager / HR Manager / Deputy CEO
Location:
NAIROBI
Job Purpose
The Administrative Manager is responsible for overseeing office administration and facilities operations, vendor and service management, administrative procurement, travel and logistics support, and administrative policy implementation to ensure a well-managed and cost-effective work environment for the petroleum business.
1.
Key Responsibilities
a)
Office Administration & Facilities Management
i. Oversee day-to-day office operations, reception, utilities, and facilities maintenance.
ii. Manage office security, access control, and workplace safety arrangements (as applicable).
iii. Coordinate office space planning, maintenance requests, and service delivery.
iv. Ensure a clean, functional, and professional working environment.
b)
Asset, Supplies & Administrative Procurement
i. Maintain registers for office assets, equipment, and supplies, including periodic stock checks.
ii. Manage administrative procurement processes: quotations, purchase orders, deliveries, and
service verification.
iii. Optimize administrative spend through cost control and vendor performance management.
c)
Vendor & Contract Management
i. Manage service providers (cleaning, security, maintenance, travel agents, etc.) and monitor
SLAs.
ii. Support contract administration, renewals, and compliance with internal procedures.
iii. Resolve service issues and ensure timely, high-quality delivery.
d) T
ravel, Events & Logistics Support
i. Coordinate travel arrangements, accommodation, and logistics support as required.
ii. Organize meetings, events, and internal engagements including venue and catering
coordination.
iii. Support visitor management, staff onboarding logistics, and office communications.
e)
Administrative Policies, Records & Compliance
i. Implement and improve administrative policies and procedures (document handling, approvals,
office rules).
ii. Maintain administrative records and ensure confidentiality of sensitive information.
iii. Prepare periodic administrative reports and budget tracking updates.
Requirements
Key Qualifications and Experience
i. Bachelor’s degree in Business Administration, Management, or a related field.
ii. Minimum of 5 years’ experience in administration/facilities management; oil & gas/industrial
sector experience is an advantage.
iii. Strong vendor management, procurement coordination, and cost control capability.
iv. Experience managing office facilities, assets, and administrative services end-to-end.
v. Strong planning, organization, and problem-solving skills.
vi. Excellent interpersonal and communication skills with a service-oriented mindset.
vii. Proficiency in MS Office (Excel, Word, PowerPoint) and administrative reporting.
viii. Ability to handle confidential matters with integrity and professionalism.
