Admin Officer

AFC is an investment grade multilateral finance institution that was established in 2007 to catalyze private sector-led infrastructure investment across Africa. Our investment approach combines specialist industry expertise with a focus on principal investments, financial and technical advisory, project structuring, project development and risk capital to…

Admin Officer

Job Summary

• The Administration Officer will be responsible for the efficient day-to-day administration and operational functioning of AFC’s Kenya Regional Office, ensuring consistently high standards of support to AFC staff, clients, partners and other stakeholders.

• The role will cover office and facilities administration, human resources coordination, institutional and regulatory administration, immigration and protocol support, vendor management, travel, logistics and hospitality. The incumbent will also coordinate administrative processes required to maintain AFC’s legal and operational status, privileges and immunities in Kenya, working closely with relevant Head Office functions.

• The Administration Officer will report to the Director and Head of the Kenya Regional Office, with a dotted-line reporting relationship to the Director, Human Resources, and will work closely with AFC’s Legal, Finance, Tax, Administration, Procurement, ICT, Corporate Communications, Security and other relevant functions.

Key Duties and Responsibilities

Office Administration & Business Support

• Manage the day-to-day administrative operations of the Regional Office and ensure the office operates efficiently, professionally and in accordance with AFC standards.

• Manage the front-office function and ensure clients, government officials, partners, AFC staff and other visitors are appropriately received and supported.

• Coordinate meeting rooms, correspondence, office access, supplies, records and other administrative requirements.

• Coordinate the management and maintenance of office premises, furniture, equipment, utilities and other facilities.

• Liaise with landlords, property managers, maintenance providers and other facilities-related service providers.

• Maintain appropriate office asset, equipment and administrative records.

• Provide administrative and logistical support to the Director and Head of Regional Office, visiting executives and AFC staff.

Institutional, Regulatory & Government Administration

• Serve as the Regional Office administrative focal point for registrations, approvals, permits, notifications, exemptions and other requirements necessary for AFC’s continuing operations in Kenya.

• Maintain an up-to-date register and calendar of institutional, regulatory and administrative requirements, including filing, expiry and renewal dates.

• Coordinate with Legal and other relevant AFC functions on administrative matters arising from AFC’s Host Country Agreement, privileges and immunities and related government requirements.

• Coordinate submissions and administrative follow-up with the Ministry of Foreign and Diaspora Affairs, Directorate of Immigration Services, Kenya Revenue Authority, Nairobi County Government and other relevant authorities.

• Coordinate applicable operating permits, exemptions, registrations, insurance and other administrative requirements.

• Maintain secure and complete records of institutional and regulatory documentation and promptly escalate matters requiring specialist legal, tax or regulatory interpretation.

Human Resources, Immigration & Privileges Coordination

• Serve as the Regional Office’s principal administrative liaison with AFC’s Human Resources function.

• Coordinate onboarding, offboarding, relocation and settling-in arrangements for staff assigned to Nairobi.

• Coordinate immigration and residency requirements for international staff and eligible dependants, including applications and renewals for relevant permits, passes and visas.

• Coordinate applicable KRA and other statutory administrative processes in conjunction with Human Resources, Finance, Tax and Legal.

• Liaise with approved immigration, relocation, protocol, customs and consular service providers as required.

Vendors, Assets, Travel & Logistics

• Coordinate the engagement and day-to-day management of approved vendors and outsourced service providers.