The Office Manager will be responsible for keeping the Spix Foundation’s operations in Africa running smoothly and efficiently. This includes overseeing administrative workflows, supporting [remote] team logistics, assisting in HR and finance coordination, and ensuring that day-to-day organizational needs are met. The role is ideal for someone who thrives in a mission-driven environment and enjoys building systems that help distributed teams succeed. As the Spix Foundation grows, this role offers a pathway to evolve into Chief of Operations (COO) or Project Coordination Leadership. This role reports to: Head of Office, Africa.

Key Responsibilities:

• Work almost exclusively on-site at the Foundation’s Africa Office (Westlands, Nairobi).
• Keep the office running smoothly, so that everyone else can focus exclusively on accomplishing the Foundation’s Mission. This includes managing virtual office systems across multiple African geographies, maintaining calendars, shared team tools etc.
• Oversee digital filing and ensure organizational documents are up-to-date and accessible.
• Coordinate onboarding of new staff, consultants, and partners
• Maintain up-to-date employee and contractor records.
• Support internal communications, all-staff meetings, and team retreats (virtual or in-person).
• Serve as point of contact for staff queries on HR-related procedures and tools.
• Liaise with Kenyan legal, tax, HR, Staff Health and welfare insurance advisors to ensure compliance.
• Manage Africa office budget and reporting, including vendor selection and payroll.
• Act as first point of contact for Nairobi operations queries from Spix HQ.
• Identify opportunities to improve internal workflows and tools.
• Recommend and help implement automation or process upgrades to streamline workflows
• Track key operations KPIs (e.g., onboarding timelines, tool usage, compliance checklists).
• Any other duties and responsibilities assigned by the Head of Office, Africa

Qualifications:

• Bachelor’s degree or equivalent experience in Business Administration, Office Management, Operations, or a related field.
• At least 5 years of experience in Kenya in an administrative or operations leadership role
• preferably in a startup, NGO, or private company or equivalent role in Government Parastatal/Agency and experience in public sector relations.
• Experience working in Africa or supporting Pan-African teams.
• Experience working with mission-driven startups, NGOs, or private tech organizations is a strong plus
• Some familiarity with employment law, procurement, and office budgeting experience is a plus
• Excellent organizational and time management skills.
• Proficiency with remote collaboration tools: Google Workspace, file-sharing platforms etc.
• High level of digital literacy and adaptability to new tools.
• Strong interpersonal and communication skills; able to work across cultures and time zones.
• Discretion and professionalism when handling sensitive or confidential information.
• Highly organized, trustworthy, and execution-focused.
• Able to operate independently while reporting clearly to global leadership.
• Ability to track performance and advise the Head of Office, Africa on possible mitigations to enhance delivery across board.

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Key Responsibilities

Server and System Administration

• Provision, configure, and maintain Linux servers for production and staging environments.
• Monitor system health, performance, and usage
• Manage cloud infrastructure including VM provisioning, security groups, backups, and auto-scaling.
• Automate infrastructure tasks using relevant and approved tools.
• Support CI/CD pipelines (e.g., GitHub Actions, GitLab CI) and containerized deployments.
• Implement system hardening, patching, and access control policies
• Monitor and respond to security incidents, vulnerabilities, and system errors.
• Manage automated backup and disaster recovery procedures.
• Provide Tier 2/Tier 3 support to development teams and technical partners.
• Maintain system documentation, diagrams, runbooks, and asset inventories.
• Collaborate with the Platform Support team to ensure developer environments are reproducible and stable.
• Assist in deploying and securing interoperability bridges
• Support custom infrastructure deployments across African countries.

Required Qualifications

• Bachelor’s degree in Computer Science, Information Systems, or related field
• At least 5 years of experience administering Linux systems in production environments.
• Prior experience with nonprofit or public infrastructure projects is a plus.
• Highly familiar with the Linux command line, editing key configuration files, managing installed packages via apt, snap, etc, writing/modifying shell scripts.
• Strong understanding of networking; able to configure firewalls on server
• Good awareness of security standards and best practices
• Understanding and experience with Africa’s Ministries of ICT (MOICT), Ministries of Digital Economy (MDE), Telecom Infrastructure, configurations, policies and regulations.

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