Duty Station: World Friends Office in Nairobi.

Sector of intervention: Health (SDG 3: Good Health and Well-Being).

POSITION OVERVIEW:

The Country Administrator is responsible for the overall administrative and financial management of WF’s Country Office in Kenya. The role ensures that all administrative processes, financial procedures, and human resource functions are carried out efficiently, in compliance with internal regulations, donor requirements, and national legislation.

MAIN TASKS AND RESPONSIBILITIES:

i. Institutional Presence and Relations
▪ Ensure compliance with national regulatory frameworks, including registration and reporting obligations with relevant authorities (e.g. NGO Coordination Board/PBORA).
▪ Support the Regional Coordinator in managing administrative aspects of institutional relations.
▪ Oversee the administrative components of agreements, contracts, MoUs, and other formal commitments with partners, donors, and institutions.
ii. Office Management
▪ Support the definition and implementation of administrative procedures and internal regulations for the Country Office.
▪ Oversee the proper use and management of office assets, including vehicles and equipment.
▪ Ensure the safety and proper management of administrative and financial resources.
▪ Maintain and safeguard all key administrative documentation (contracts, agreements, financial records, donor documentation, etc.), ensuring proper filing and accessibility.
iii. Human Resources Management
▪ Support recruitment processes, including administrative review of Job Descriptions (JDs) and Terms of Reference (ToRs).
▪ Ensure compliance with local labor laws and administrative requirements.
▪ Manage administrative aspects of staff contracts and provide guidance to personnel on employment- related matters.
▪ Oversee administrative staff and provide line management where applicable.
▪ Support payroll processes and related administrative obligations.
iv. Financial Management and Accounting
▪ Oversee accounting and treasury functions, including bookkeeping, bank reconciliations, cash control, and payment processing.
▪ Verify financial commitments and ensure alignment with approved budgets.
▪ Ensure proper financial documentation, traceability, and compliance with audit requirements.
▪ Manage relations with banks and external auditors.
v. Project Implementation and Reporting
▪ Review and provide administrative input on project documents and implementation processes.
▪ Ensure compliance with contractual obligations and donor requirements throughout the project cycle.
▪ Prepare and finalize administrative and financial documentation for interim and final project reports.
▪ Produce financial statements and supporting documentation for reporting purposes.
▪ Coordinate with Project Managers to ensure alignment on administrative procedures and deadlines.
vi. Budgeting and Financial Planning
▪ Lead the preparation of the annual budget for the Country Office.
▪ Prepare quarterly fund requests and monitor budget utilization.
▪ Support budget revisions and forecasts based on project needs and implementation progress.
vii. Project Development and Proposal Writing
▪ Support the Regional Coordinator and Deputy Regional Coordinator in the administrative and financial formulation of new project proposals.
▪ Contribute to the development of project budgets and ensure alignment with donor requirements.
viii. Coordination and Communication
▪ Act as the primary administrative interface between the Country Office and WF Headquarters in Italy.
▪ Liaise with local stakeholders, including banks, suppliers, consultants, and relevant authorities.
▪ Ensure timely transmission of documents and information to HQ upon request.
ix. Other Duties
▪ Provide administrative guidance to logistics and program staff.
▪ Perform any other administrative tasks as required to support WF operations in the country.

REQUIREMENTS:

Academic qualifications: University degree (bachelor’s or master’s) in political science, economics, development cooperation or a related field.

Previous experience: At least 7 years of relevant working experience, of which at least 3 of administrative, reporting and logistical management, preferably of AICS projects.
▪ Extensive experience in the specific Country.
▪ Fluent in English at a C1 level.
▪ Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and familiarity with Google Apps.
▪ Knowledge of reporting procedures for main donors such as AICS, EU, etc. (PRAG)
▪ Strong written and verbal communication skills.
▪ Capability to work independently, meet predetermined objectives, and thrive with minimal supervision.
▪ Exceptional organizational capabilities for managing multiple tasks while meeting deadlines.
▪ Experience in liasing with government, local authorities, stakeholders, private sector.

Preferential:
▪ Fluency in Italian is a strong advantage.
▪ Prior work experience in development contexts, particularly within healthcare projects.
▪ Competency in logistics and procurement and/or project management methodologies and relevant tools is an asset.
▪ Familiarity with MS Xpert.

How to Apply: Interested candidates are invited to submit their CV (including at least 2 reference contacts), Introduction letter with the subject line “Country administrator Kenya” to the following email address: lucia.pincerato@worldfriendskenya.org

Application Deadline: Monday 15 June 2026 at 10:00 a.m. Incomplete applications may be disregarded.

We reserve the right to close the vacancy prior to the deadline, should the right candidate be selected. World Friends is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or expression, marital status, genetic information, military or veteran status, or any other characteristic protected by applicable law. This commitment extends to all aspects of employment, including but not limited to recruitment, hiring, promotion, compensation, benefits, training, and termination. World Friends has a zero-tolerance policy for any form of sexual abuse, harassment, or discrimination, including but not limited to sexual harassment, gender-based harassment, and any unwelcome advances or comments of a sexual nature.
World Friends will not to disclose, directly or indirectly, or use for its benefit or the benefit of any third party, any Confidential Information received, without the express written consent of the Applicant.