Office Administrator

Office Administrator

BrighterMonday Consulting

Admin & Office

Job summary
The Office Administrator serves as the first point of contact for the Office and is responsible for ensuring the efficient day-to-day administration of office operations.

Job descriptions & requirements
Location
Nanyuki – within Meru / Laikipia County
Job Purpose
The Office Administrator serves as the first point of contact for the Office and is responsible for ensuring the efficient day-to-day administration of office operations. The role receives and assists visitors, complaint handlers, and stakeholders; manages office logistics and resources; coordinates the schedules of Tribunal and Appeal Judges; supervises junior support staff; and maintains administrative and financial records.
Given the sensitive nature of matters handled by the Office, the position requires discretion, professionalism, sound judgment, and a strong understanding of legal and grievance-handling procedures.
Key Responsibilities
I would consolidate the duties into broader responsibility areas. This makes the JD look more professional and managerial while avoiding an excessively long list.
Key Responsibilities
Front Office and Stakeholder Management
• Serve as the first point of contact for visitors, complainants, community members, and other stakeholders, providing professional reception services and guidance on office procedures.
• Receive, screen, and direct inquiries, complaints, correspondence, telephone calls, and electronic communications to the appropriate officers.
• Maintain visitor records and ensure compliance with office access and security protocols.
Office Administration and Operations
• Oversee the day-to-day administrative operations of the Office, including correspondence management, filing systems, records, calendars, appointments, and meeting schedules.
• Ensure the office environment, facilities, equipment, and supplies are maintained to support efficient operations.
• Coordinate office logistics, maintenance, service providers, and procurement of routine office requirements.
Tribunal and Appeals Administration
• Coordinate the schedules of Tribunal and Appeal Judges.
• Organize hearings, meetings, mediation sessions, and related activities, including preparation of notices, documentation, venues, and logistical arrangements.
• Maintain calendars and records relating to Tribunal and Appeal proceedings.
Financial and Resource Management
• Manage and account for petty cash, office expenditures, administrative expenses, and related records.
• Maintain inventory records of office assets, equipment, and supplies, ensuring proper accountability and utilization of resources.
• Support budget monitoring and preparation of administrative expenditure reports.
Supervision and Coordination of Support Staff
• Provide day-to-day supervision of security guards, office assistants, cleaners, drivers, and other support staff.
• Coordinate work schedules, monitor attendance and performance, and ensure compliance with office policies and service standards.
Records, Meetings, and Reporting
• Maintain confidential administrative and case-related records in compliance with applicable record management and data protection requirements.
• Coordinate meetings, workshops, and stakeholder engagements, including preparation of agendas, minutes, attendance records, and follow-up actions.
• Prepare routine reports, correspondence, and administrative documentation as required.
Qualifications and Experience
• Degree in Human Resources, Paralegal Studies, Business Administration, Public Administration, Office Management, or a related field.
• A Certificate in Legal Studies or Paralegal Practice will be an added advantage.
• Minimum three (3) years’ experience in reception, legal administration, office administration, or a similar role.
• Experience in a legal, judicial, grievance-handling, human rights, ombudsman, or quasi-judicial environment is highly desirable.
• Experience supervising support staff and managing office operations will be an added advantage.
Skills and Competencies
• Working knowledge of legal and grievance-handling processes.
• Strong organizational, administrative, and multitasking skills.
• Excellent communication and interpersonal skills.
• High degree of integrity, discretion, and confidentiality.
• Sound judgment and problem-solving ability.
• Financial administration and record-keeping skills.
• Proficiency in Microsoft Office applications and electronic records management systems.
• Ability to work independently, manage competing priorities, and coordinate multiple stakeholders.

About BrighterMonday Consulting
We are the specialized HR advisory division of East Africa’s premier talent platform. We focus on creating strategic connections between exceptional professionals and forward-thinking organizations. When you apply for a role through our team, you enter a curated talent ecosystem. Our experts evaluate your unique skills, experience, and aspirations to align you with opportunities that don't just offer a job, but provide a platform for meaningful impact and long-term career growth