Manager Administration

CONFIDENTIAL - INTERNAL VACANCY ONLY

Scope: Global

Hours: Fulltime

Reports to: Head of People & Culture  

Team: People & Culture

Office: All Hivos locations

Provisional grade: ZIM: 5,6 KEN: 12,13, CR:6, TUN: 10,11, NL: 11,12

About the role

The Manager Administration is responsible for coordinating activities of subcontractors, suppliers, logistics and of other relevant operational processes. Acting as the primary point of contact and supervising administrative staff.

The role ensures efficient office operations, compliance with policies, and supports the organization’s goals through effective resource and performance management.

The position works collaboratively with leadership and managers and the Administrators to optimize processes and support organizational objectives.

Purpose of the role

Deliver required outcomes by managing administrative operations and support services. Supervise and develop administrative staff to ensure high performance and compliance. Coordinate procurement, vendor management, and facilities management. Support business meetings/events and ensure smooth logistical arrangements. Monitor budgets, report variances and lead the Administrators.

Responsibilities and duties

• Arrange and coordinate business meetings, events, and travel logistics.


• Monitor vendor performance and contract compliance, such as Travel Agency.


• Oversee facilities management of Hivos offices and ensure a safe, efficient work environment.


• Manage procurement and acquisitions processes and follow established protocols.


• Manage the Insurances portfolio, including issuing, renewal and updating.


• Coordinate IT user requests related to equipment and repairs, providing first-level triage and liaising with the IT team to ensure timely follow-up and resolution.


• Coordinate and process supplier payment requests, ensuring compliance before submission for payment execution.


• Administer physical records and archives storage and maintain the inventory of equipment, goods and assets.


• Provide operational support and supervise transactional operations.


• Oversee suppliers’ invoices for payment processing, track budgets, and report on financial variances.


• Deliver quality customer service and resolve complex queries.


• Identify and report noncompliance with organizational policies.


• Supervise team performance, allocate work, and contribute to appraisals.

Skills and competencies

• Strong operational and facilities management.


• Excellent organizational and planning abilities.


• Effective communication and interpersonal skills.


• Resourcefulness and ability to manage multiple priorities.


• Financial acumen and experience with budgeting.


• Proficiency in procurement and contract management.


• Leadership and team supervision.


• Problem-solving and decision-making skills.


• Language skills: Fluent in English. Second language Spanish, Dutch, Arabic and/or French is an asset.

Education and experience

• Bachelor’s degree or equivalent level.


• 3–6 years of relevant experience in administration or operations management.


• 1–3 years of managerial experience supervising teams and resources.

How to apply

Please submit a cover letter (maximum 1 page) and CV (maximum 2 pages) as soon as possible by clicking the ‘Apply here’ button. Applications are being received until February 3rd 2026 midnight UTC.