Posted inBusiness Management and Administration

Administration Manager at Ujamaa Africa

Administration Manager at Ujamaa Africa,

Administration Manager at Ujamaa Africa

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Ujamaa Africa is an NGO that works to prevent violence against women and children. Wherever we teach, rape drops by 50%. Ujamaa-Africa provides a novel sustainable model of empowering orphan guardians through micro-loans and business support that allows them to be resilient amidst the hardships that are faced by most orphan caretakers

Administration Manager

Overview of the Role;

Operation Management

  • Ensure the smooth and adequate flow of information within the company to facilitate other organization operations
  • Manage schedules and deadlines
  • Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
  • Monitor costs and expenses to assist in budget preparation
  • Identifying opportunities to improve organization policies or objectives

Recruitment, Onboarding and Induction

  • Get directions from the Executive Director about new positions, contribute actively in planning the recruitment cycle till the end.
  • Oversee the process of compiling, organizing and updating staff records and documentation as per the organization standard checklist
  • Responsible for planning and ensuring systematic induction for all new employees of the designations.

HR Support Functions

  • Support the HR department by updating HR databases with different information such as new hires, terminations, sick leaves, warnings, and days off.
  • Generate offer letters; contract letters and issue to the selected candidates.
  • Maintain the personal files for staff and update them regularly. Track the attendance of all staff day wise in via ERP Software as per organization requirement and communication.
  • Track leave database, eligibility, availed and closing balances of leaves and provide this information on monthly basis to the Finance Manager for payroll input.
  • Follow up for the clearance certificate and ensure final settlement is done within standard agreed timeline.
  • Ensure that contract renewals are done in a timely manner.

Performance Management

  • Track Probation reviews with timelines and ensure outcomes are communicated formally through letters.
  • Communicate the process of annual appraisals, receive, verify the forms and share the consolidated outcome in specified formats to management.

Employee Engagement

  • Handle employee grievances formally and informally, forward them to concerned department and follow up for resolution.
  • Coordinate and manage a wide range of employee engagement activities on regular basis
  • Organize and facilitate the monthly – quarterly – half yearly – yearly staffing reviews
  • Ensure operations adhere to policies and regulations, employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.


Preferred Education Background:

  • A Degree in Business Administration, Management, or any related Social Sciences field
  • Knowledge of HR software (HRIS or HRMS platforms)

Preferred Work Experience:

  • Minimum 3-5 years of experience in Admin, and HR support functions.
  • Experience in a related field, such as management or financial reporting, preferred.
  • Familiarity with budget planning and enforcement, human resources, and customer service procedures.
  • A career in non-profit organization will be an asset

Preferred Skill Set:

  • Ability to effectively use computer software including Microsoft Outlook, Word, Excel and HR software
  • Exceptional leadership and time, task, and resource management skills.
  • Ability to plan for and keep track of multiple projects and deadlines.
  • Excellent organizational and time-management skills
  • Act as a reliable and supportive team member
  • Excellent communications and interpersonal skills
  • Data-driven mindset

Method of Application

Interested applicants are encouraged to apply through our recruitment email-

Cover letters should be addressed to: – The Executive Director, Ujamaa Africa, and P.O Box 18265-00100 Nairobi.

Applications should be received before Close of business 20th January 2023. Only short-listed candidates will be contacted.

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