Operations Support Officer at Global Center on Adaptation (GCA)

• Your role is essential to ensuring the effective daily operations of the GCA Africa regional office in Kenya and supporting compliance with internal policies and national regulations.

• Office Management and Administration
• Manage general office operations, including supplies, utilities, equipment, maintenance, and coordination with service providers.
• Act as the primary point of contact for logistical and administrative support for staff, consultants, and visitors.
• Maintain physical office infrastructure, ensure health and safety standards, and support business continuity measures.
• Coordinate local IT and facilities support in collaboration with HQ technical teams.
• Ensure effective document management, filing, and archiving systems (both physical and digital), in accordance with GCA policies.
• Finance and Financial Processes
• Support day-to-day finance operations, including processing of invoices, expense claims, travel reimbursements, and payments, in line with GCA financial procedures.
• Maintain petty cash and oversee related reconciliations (if applicable).
• Assist with banking arrangements and coordination with local financial institutions.
• Prepare monthly financial reports and forecasts in collaboration with the HQ Finance team.
• Support budget tracking for operational expenses and ensure financial documentation is complete and compliant.
• Human Resources Coordination
• Support the recruitment and onboarding of locally based staff and consultants, in collaboration with the HQ HR team.
• Ensure accurate and confidential personnel records, including timesheets, leave tracking, and contract status.
• Assist with payroll coordination, liaising with local payroll providers and ensuring timely processing of statutory payments.
• Ensure adherence to national labor laws and alignment with GCA's HR policies and practices.
• Organize staff orientation sessions and support employee engagement and wellbeing initiatives.
• Liaison with Government Authorities and Host Country Agreement
• Serve as the main protocol officer and liaison between GCA and relevant Kenyan authorities (e.g. Ministry of Foreign Affairs, Kenya Revenue Authority, Immigration).
• Facilitate the implementation of the Host Country Agreement and ensure application of relevant privileges and immunities for GCA and its staff.
• Coordinate issuance and renewal of visas, work permits, diplomatic IDs, and other legal documentation for international staff and dependents.
• Support customs clearance and tax exemption procedures in accordance with the HCA provisions.
• Monitor compliance with all legal and regulatory requirements related to GCA's presence in Kenya and inform management of key developments.

• Bachelor's degree in business administration, public administration, finance, HR, or a related field. A master's degree or relevant professional certification is an asset.
• Minimum 5 years of progressive experience in office administration, finance, HR, and/or government liaison roles, preferably with an international organization, embassy, or NGO.
• Experience working with Kenyan government ministries and agencies, particularly the Ministry of Foreign Affairs and Immigration, is highly desirable.
• Familiarity with host country agreements and international privileges and immunities is a strong advantage.
• Strong organizational and time management skills.
• High level of discretion and ability to handle confidential information.
• Excellent communication and interpersonal skills.
• Fluency in English; proficiency in Swahili is an asset.
• Proficient in Microsoft Office applications and comfortable using financial or HR software.
• Problem-solving mindset, Client orientation and ability to work independently with minimal supervision.
• Commitment to diversity, equity, and inclusion.

Jobs in Kenya