Operations and People Administrator job at Green Heart of Kenya

Deadline: Expired

About our project

Green Heart of Kenya is a regenerative town and productive agricultural landscape across 750 acres in Kilifi, on the coast of Kenya.

Our vision is to drive a positive impact on Kilifi’s natural ecosystems, community, and economy.

We are a small but rapidly growing business based in Kilifi, working out of our office in the middle of Green Heart of Kenya’s slice of paradise. We are driven by a commitment to make a positive impact on the world and a dedication to being best in class in everything we do. Our vision leads us to bold endeavors that redefine standards through innovation.

Clear, consistent communication is the oil which lubricates our work, it is integral to everything we do. If we sense a lack of clarity in a project or discussion, we tackle it head on.

We take initiative, are curious and are not afraid of asking questions or making mistakes. We hold ourselves accountable and take responsibility and pride for everything we do, including those mistakes, which act as learnable moments.

We are committed to what we do and we work hard, but we also make sure that our work does not negatively impact home lives and our loved ones – we take time for ourselves so that we can turn up and be our best selves.

Job Description

Summary

We are looking for a highly organised individual with excellent communication skills and an upbeat attitude to grow with our company. They will have excellent organization skills, perform a variety of general admin tasks, performance management and supportive accounting roles in the admin and accounting department.

The duties of the Administrative Assistant will include providing support to the Finance and Admin Manager and other employees within the company and assisting in general office management and administration.

The ideal candidate will be the most organized person in the room, and be driven to help everyone else at Green Heart of Kenya do their work more efficiently.

If you have previous experience in the below listed responsibilities, we’d like to meet you!

Responsibilities Administrative

Planning meetings and internal events including any note taking and follow up.
Management and optimization of project company wide planning software
Order office supplies and research new deals and suppliers
Provide general support to all visitors
Office management including dealing with the admin phone, filing and mail
Oversee facilities management, including maintenance, repairs, renovations, and office layout
Coordination of the acquisition of work permits
Manage and organize any travel arrangements and accommodation
Manage and allocate resources effectively to meet operational needs and budgetary constraints.
Assisting with external events.

People

Hiring process and management
- Work with heads of departments to create job descriptions for circulation
- Managing and improvement of the onboarding process that trains new employees for their tasks and helps them succeed in their positions

People operations
- Conducts quarterly, annual performance and 360 reviews.
- Manages employee relations
- Filing and tracking employee documents, such as health insurance, personal contact information, etc
- Creating training procedures for the company.
- Running of team growth and development programs.

System implementation
- Management of project management software
- Tracking ongoing projects across all departments
- Adjustment and communication of company wide systems.
- Reporting and metrics across systems.

Land Related Paperwork

Regular follow up of the land sale process, signing of agreements, management of transfers and payment plans including related file management.
Communication with lawyers and buyers during process and regular recording of status.
Weekly summary reports of the status of all sales.
Management of the transfer process including ensuring that documents are signed and franked correctly, as well as delivered to relevant parties.
Comprehensive filing of all sales documents
Keeping on top of land rate due dates

Company Compliance

Liaising with the company secretary to ensure that all statutory documents are in place
Obtaining the correct signatures on all the statutory documents for processing of annual returns
Ensuring the company’s business license and any other associated trade licenses are always up to date

General Bookkeeping

Assist with invoicing, collections, receipting and reconciliation of customer payments.
Ensuring that relevant service costs are allocated and charged correctly to the various developments.
In-hand with the accounts assistant, maintain and reconcile petty cash and share weekly reports
Maintaining a database of suppliers and customers, ensuring that their associated records are complete and current.
Assisting in monthly and annual reporting.

Qualifications and Experience

Proven 5+ years work experience in Administrative, Operations or HR.
Knowledge of office management systems and procedures
Experience using project management softwares such as Trello or asana.
Working knowledge of office equipment, like printers and scanners
Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular) and use of Google Docs
Excellent time management skills and the ability to prioritize work
Outstanding communication and interpersonal skills
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational skills with the ability to multitask
A degree in Business Administration, Operations Managements, Project Management or related field
Experience in use of CRM and accounting systems
Experience in event management is a plus.