About the Role

Seeking an Administration Supervisor with 3+ years' manufacturing or industrial experience to manage office operations, casual labour contracting, and utility documentation for a biochar facility.

Responsibilities

Office and Records Management

• Manage day-to-day office operations including supplies, equipment, and a clean and organized workspace
• Maintain accurate records of administrative activities including employee files, invoices, and operational documentation
• Handle incoming and outgoing communications including phone calls, emails, and correspondence
• Coordinate meetings, appointments, and travel arrangements for facility leadership

Casual Labor Administration

• Own casual labor contracting for the Biochar facility, ensuring sufficient casuals required for production at any given time
• Maintain accurate records of casual engagement periods, daily rates, and shift deployment
• Ensure processing of casual payroll in line with company policies and Kenyan labor regulations
• Ensure casual labor documentation complies with company policy and Kenyan labor law

Compliance and Customer Service

• Ensure all administrative activities comply with company policies and relevant regulatory requirements
• Greet and assist visitors, clients, suppliers, and verification auditors, ensuring a professional experience
• Maintain confidentiality of sensitive information at all times

Monitoring, Reporting, and Verification

• Collect and submit all utility documentation required for MRV, including electricity, diesel, water, and packaging
• Maintain employment records (number of employees, roles, demographics)
• Support stakeholder engagement and grievance documentation
• May manage an Administration Officer later on
• May manage 2-4 suppliers

Career Growth and Development

We have a strong culture of constant learning and we invest in developing our people. You’ll have weekly check-ins with your manager, access to mentorship and training programs, and regular feedback on your performance. We hold career reviews every six months, and set aside time to discuss your aspirations and career goals. You’ll have the opportunity to shape a growing organization and build a rewarding long-term career.

Qualifications

Across all roles, these are the general qualifications we look for. For this role specifically, you will have:

Work experience: 2-3+ years working experience as an office assistant, executive assistant, or administration supervisor

Casual labor administration experience: Demonstrated experience managing high-volume casual contracting and payroll in line with Kenyan labor law

Knowledge and experience in Environmental, Occupational Health and Safety in the workplace

Minimum academic qualification: Diploma in Business, Public Administration, or related field is often preferred

Comfortable with collecting and submitting invoice and utility data as required

Attention to detail: Ensures all administrative records and MRV submissions are accurate and timely

Problem-solving: Establishes root cause and finds solutions to meet administrative and compliance targets

Written and verbal communication: Strong communication skills to engage with staff, suppliers, casuals, and visitors

Ability to work as part of a team: Teamwork champion to help all departments deliver their deliverables

Time management: Ensures adequate time to complete administrative tasks to the desired output and quality standards

Technological proficiency: Familiarity with office software such as Google Workspace (Sheets, Docs) and Microsoft Office (Excel, Word)

• Manage day-to-day office operations including supplies, equipment, and a clean and organized workspace
• Maintain accurate records of administrative activities including employee files, invoices, and operational documentation
• Handle incoming and outgoing communications including phone calls, emails, and correspondence
• Coordinate meetings, appointments, and travel arrangements for facility leadership
• Own casual labor contracting for the Biochar facility, ensuring sufficient casuals required for production at any given time
• Maintain accurate records of casual engagement periods, daily rates, and shift deployment
• Ensure processing of casual payroll in line with company policies and Kenyan labor regulations
• Ensure casual labor documentation complies with company policy and Kenyan labor law
• Ensure all administrative activities comply with company policies and relevant regulatory requirements
• Greet and assist visitors, clients, suppliers, and verification auditors, ensuring a professional experience
• Maintain confidentiality of sensitive information at all times
• Collect and submit all utility documentation required for MRV, including electricity, diesel, water, and packaging
• Maintain employment records (number of employees, roles, demographics)
• Support stakeholder engagement and grievance documentation
• May manage an Administration Officer later on
• May manage 2-4 suppliers

• Attention to detail
• Problem-solving
• Written and verbal communication
• Ability to work as part of a team
• Time management
• Technological proficiency (Google Workspace, Microsoft Office)

• 2-3+ years working experience as an office assistant, executive assistant, or administration supervisor
• Demonstrated experience managing high-volume casual contracting and payroll in line with Kenyan labor law
• Knowledge and experience in Environmental, Occupational Health and Safety in the workplace
• Comfortable with collecting and submitting invoice and utility data