Administration Officer at Action Africa Help

Job Description

Job Summary:

To oversee and coordinate efficient and high quality administrative function at the AAH-I Headquarters; To be responsible for the provision of efficient and effective procurement management support while exercising a high degree of integrity and accountability.

Key Duties and Responsibilities:

Administration and Logistics

• Design, implement and oversee the maintenance of administrative systems for the efficient functioning of the office.
• Coordinate and manage the leased Nachu plaza office space.
• Maintain and organize insurance of office equipment through organizing routine maintenance and repairs.
• Coordinate and manage travel arrangements for the organization through liaising with travel agents and country administration for timely cost effective booking arrangements.
• Efficiently arrange for meetings/workshops, manage logistics including office errands.
• Oversee efficient travel arrangements for staff and visitors at all times.
• Liaise with the Regional Finance Manager to oversee management of fixed assets and insurance coverage
• Maintain inventory database and appropriate reports as and when required
• Perform administrative duties for the Finance and Administration Director relating to board meetings.
• Provide administrative oversight on work place health and safety.

Procurement

• Oversee the procurement of all office supplies and services, auditing and approval of all contracts and payment document ensuring acceptable documentation, standards, policies and procedures are adhered to.
• Ensure prequalification of suppliers is done professionally and act as secretary to the procurement committee
• Keep track of quality, quantity, stock levels, delivery times, transport costs and efficiency
• Oversee the negotiations, preparation, approval and execution of contracts, develop MoUs and SLAs that ensure cost savings and AAH-I interests are considered
• Participate in drawing up and reviewing contracts and leases

Reporting

• Produce monthly Administration reports to monitor achievement and advice on progress against strategic needs of the organization.
• Produce monthly reports on status of procurement requests and LPO commitments and share with the Regional Finance Manager.
• Prepare other monthly reports as required from time to time.

Supervisory

• Supervise and provide adequate guidance, supervision and support to the Assistant Administration Officer.

Qualifications, Skills and Experience:

• Holds a Bachelor’s Degree in Business Administration or related field. Training in supply chain or procurement will be an added advantage.
• Minimum 5 years work experience, 3 of which should be on a similar role.
• Proficiency in MS-Office applications

Additional Skills & Competences

• Good skills in conflict resolution/problem solving, teamwork, crisis management
• Experience in working in a multi- cultural environment.
• High level of commitment and working with minimal supervision.
• Able to manage multiple priorities in cross-cultural teams and prioritize under pressure
• Able to respond to deadlines.
• Well-organized in work and filing systems.
• Integrity and strong interpersonal skills.
• Customer Service orientation.
• Strong computer skills, with solid proficiency in managing databases and Excel. 
• Able to work under pressure in a busy work environment
• Good planning and organizational skills and efficient work methods.
• Good communication and interpersonal skills.