Requisition ID 35936 Office Country Kenya Office City Nairobi Division Banking Countries of Operations Contract Type Regular Contract Length Posting End Date 27/08/2025
The date of appointment of the successful candidate to the Office Manager position in EBRDโs office in Kenya will be subject to necessary approval to open an office in Kenya being obtained. While this process is still under way, EBRD will issue a conditional offer to the successful candidate and will confirm the employment start date as soon as the institutional approval process is completed.
As this role involves collaboration with international teams, we kindly ask that you submit your resume in English.
Purpose of Job
The Office Manager (OM), is responsible for effective implementation of administrative procedures and processes, ensuring that the Resident Office (RO) provides an efficient and well managed working environment for the staff and visitors. The OM, interfaces with counterparts and management within the Banking Department and other relevant departments.
The role may also provide administrative assistance to the Head of Office, and/or RO based banker(s).
Accountabilities & Responsibilities
Office set up
- Support the Establishment of a new office in (SELECT COUNTRY: Benin, Cote dโIvoire, Nigeria), including all relevant coordination with local authorities and EBRD HQ teams.
- Working closely with the Head of Office, establishing and maintaining effective working relationships with the local authorities and government bodies, mainly, Ministry of Finance and Foreign Office, Tax Authorities, in order to address any EBRD status related issue, visa/accreditation/VAT issues
Administration, Property and Office Management
- Co-ordinate regular maintenance of the office: office inventory; office supplies and equipment, and vehicles.
- Liaise with the landlord in conjunction with the Head of Office and Administrative Services over lease, office moves, refurbishment and regular maintenance issues.
- Coordinate any RO security and medical issues with the Head of Health and Safety Unit, HQ.
- Together with the relevant HQ units and Head of RO, procure and manage purchases and disposals; manage service contracts, insurance policies, utilities etc.
- Coordinate external providers to ensure good quality work in a timely manner.
- Act as HR co-ordinator: make arrangements for the registration process with the Ministry of Foreign Affairs, accreditation issues of the non-local staff and their families; sick leave records, updating of contacts for medical insurances; recording sickness records and reporting to HR as appropriate.
- Act as IT co-ordinator: arrange workstations (desks, PCs, desk phones) for RO newcomers, desks allocation for RO visitors provide assistance to RO and visiting staff; coordinate with HQ IT department and RO IT specialists located in region, assist staff with IT/technical issues related to the equipment operation (audio/video calls), and familiarise staff with IT policies
- Act as a local security focal point, prepare regular updates to the Business Continuity Plan for the RO and participate in UN Security Plan events.
- Coordinate with EBRD Publication Desk, ordering published materials and other marketing materials to be distributed locally including processing of import documentation.
- Implement RO archiving procedures according to Records Management and Archives Unit requirements.
Accounting and Finance
- Prepare annual budget proposal and mid-year budget for review / discussion with the Head of Office and with the Business Group Senior Budget Officer and provide monthly budget status for the Head of Officeโs approval. Monitor the RO budget on a regular basis and do ad-hoc budget status checks for available funds for RO budget purchases.
- Process and validate expense claims and all other SAP transactions of the RO, including the regular reconciliation of the travellerโs RO Corporate credit cards.
- Handling of the RO accounts; approving Nostro/cash payments within his/her own limit, executing Bank transfers; handling monthly petty cash reconciliations, while ensuring the necessary segregation of related duties in the RO, reviewing and paying local suppliersโ invoices.
- Timely reporting to HQ Nostro Control and Requesting funds transfer for RO cost centres from HQ.
Staff Supervision
- Where designated, ensure effective supervision of the Overtime Eligible Staff and General Services staff including coordination of their workload, keeping track of overtime and providing on-the-job-training.
- As requested, provide input for annual objectives setting and performance feedback, monitoring of workload and on-the-job training.
- Champion and role model the Bankโs Behavioural Competencies and Corporate Behaviours, ensuring adherence within the team(s) so that the highest standards of integrity and ethical conduct are exhibited at all times.
Administrative support to the Head of RO and/or other Bankers
- As required, provide overall administrative support to the Head of Office and (if applicable, other Bankers).
- Drafting official letters and relevant administrative correspondence for review by RO Head.
Knowledge, Skills, Experience & Qualifications
- Bachelorโs degree is preferred, or equivalent experience in relevant areas of expertise
- Previous local experience in senior administrative/accounting function (including in supervisory capacity) in an international or a leading company is preferable
- Ability to work independently and on own initiative on a day-to-day basis
- Strong organisational skills, demonstrated ability to prioritise
- Strong communication skills, including ability to communicate confidently and assertively
- Excellent interpersonal skills
- Ability to cope well and remain calm under pressure
- Ability to handle highly confidential and sensitive issues
- Reliable and flexible with professional manner
- Impeccable behaviour towards clients and co-workers
- Diligent with high degree of integrity
- Ability to complete tasks in a timely manner, meeting deadlines, attention to details
- Very good written and spoken command of English
- Good command over any other local/country language
What is it like to work at the EBRD? / About EBRD
Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in.
At EBRD, our Values โ Inclusiveness, Innovation, Trust, and Responsibility โ are at the heart of how we work. We bring these to life through our Workplace Behaviours: listening well and speaking up, collaborating smartly, acting decisively with full commitment, and simplifying to amplify our impact. These principles shape our culture and define our success. We seek individuals who not only share these values but are also committed to embedding them in their daily work, fostering a positive and high-performing environment.
The EBRD environment provides you with:
- Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in.
- A working culture that embraces inclusion and celebrates diversity. Our workforce reflects a broad range of backgrounds, perspectives, and experiences, bringing fresh ideas, energy, and innovation and enhancing our ability to serve our clients, shareholders, and counterparties effectively.
- A hybrid workplace that offers flexibility to teams and individuals; that is based on trust, flexibility and connectedness.
- An environment that places sustainability, equality and digital transformation at the heart of what we do.
- A workplace that prioritises employee wellbeing and provides a comprehensive suite of competitive benefits.
Diversity is one of the Bankโs core values which are at the heart of everything it does. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, gender identity, sexual orientation, age, socio-economic background or disability.
Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration).