POSITION SUMMARY:

• Population Council – Kenya is looking for a temporary Administrative Officer to join our team as a maternity leave cover.
• The assignment is initially for 4 months with a possibility of an extension of up to an additional 2 weeks. The purpose is to support the general day-to-day administrative duties in the office.
• The officer will manage the incoming communication including receiving incoming mail, phone calls, and physical mail, act as a point of contact for third-party vendors, support the procurement function, and program coordination.

RESPONSIBILITIES:

General administration support

• Ensure good general office management, cleanliness, and maintenance of the office premises and equipment.
• Front office management: ensure that guests are assisted promptly, manage the switchboard, and distribute incoming and outgoing mail.
• Act as general contact and liaise with outside agencies including office building management, cleaning firm, office flower maintenance, etc.

Procurement support:

• Act as a requisitioner for Finance & Administration and program purchases.
• Verify all vendor invoices and deliveries with program personnel and liaise with the Finance Officer for payment.
• Prepare goods received notes for signing by the relevant requestors.

Program Coordination:

• Coordinate program activities, including partners’ travel, training, fieldwork logistics, procurement plans, and budgets.
• Request for project cash advance, payments follow-up and verification, and expense reporting.
• Oversee the overall execution and logistics for various project data collection activities.

Compliance

• Ensure compliance and adherence to the procurement and other relevant office policies in the execution of his or her duties.
• Perform any other duty as assigned by the supervisor.

QUALIFICATIONS:

• Bachelor’s degree in business administration, procurement, and other business management fields of the relevant discipline.
• Minimum of 3 years practical experience post qualification.
• Must demonstrate understanding of procurement and administration including front office management, ethics, and good management skills with diverse teams with a large flow of information and activities.
• Experience in an NGO setting is preferred.
• Experience in budget preparation, tracking, and expense reporting.
• Excellent organizational skills, with mature interpersonal skills.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).
• Excellent spoken and written skills in English.
• Meticulous with an excellent sense of judgment and ability to multitask.
• Ability to adjust to changing circumstances, work on several activities in different stages of development at the same time and remain calm and focused under pressure.
• Ability to work independently and prioritize and show initiative.
• Ability to coordinate and work effectively with a diverse team in a multi-cultural setup.