Role Overview & Key Responsibilities

Hotel & Travel Management: Oversee hotel bookings, rates renegotiation, vendor contracts, and database updates on internal systems (my.jhpiego.org); process purchase orders (POs), conduct monthly statement reconciliations, manage VAT refund attachments, and coordinate with finance to close unpaid POs in QuickBooks across central and zonal offices.

Office & Facilities Operations: Supervise support staff (security and cleaners), maintain physical office infrastructure, manage utilities, handle office equipment maintenance/repairs, and ensure building safety and asset protection.

Front Office & Administration: Oversee incoming mail/invoices, maintain reception standards, operate PABX systems, manage office supply inventory, and coordinate with procurement to align with program plans.

Vendor & Compliance Oversight: Monitor service provider performance, track after-sales service agreements, and enforce donor/organizational compliance standards.

Qualifications & Competencies

Education: Bachelor’s degree in Business Administration, Public Administration, or related discipline.

Experience: 6+ years in administrative, office management, facilities, or travel/hospitality logistics roles.

Languages & Technical Skills: Professional proficiency in English and Kiswahili; basic computer proficiency and PABX system operation experience.

Soft Skills: High integrity, confidentiality, strong multi-tasking skills under deadline pressure, and proactive problem-solving.

• Oversee hotel bookings, rates renegotiation, vendor contracts, and database updates on internal systems (my.jhpiego.org).
• Process purchase orders (POs), conduct monthly statement reconciliations, manage VAT refund attachments, and coordinate with finance to close unpaid POs in QuickBooks across central and zonal offices.
• Supervise support staff (security and cleaners).
• Maintain physical office infrastructure, manage utilities, and handle office equipment maintenance/repairs.
• Ensure building safety and asset protection.
• Oversee incoming mail/invoices and maintain reception standards.
• Operate PABX systems and manage office supply inventory.
• Coordinate with procurement to align with program plans.
• Monitor service provider performance and track after-sales service agreements.
• Enforce donor/organizational compliance standards.

• Professional proficiency in English and Kiswahili
• Basic computer proficiency
• PABX system operation experience
• High integrity
• Confidentiality
• Strong multi-tasking skills under deadline pressure
• Proactive problem-solving

• Bachelor’s degree in Business Administration, Public Administration, Management, or a related field
• Minimum 6 years of progressive experience in administration, travel/hotel coordination, facilities, or office operations (NGO or international private sector background preferred)