Administration Officer at African Institute for Development Policy (AFIDEP)

KEY RESPONSIBILITIES

• General Management – Manage administrative services including utilities and consumables, office maintenance, repairs and cleaning and re-order of goods/inventory, monitor telephone usage and all other administrative related services.
• Asset management – develop and maintain a record of assets and inventory records, and maintain an updated insurance schedule of the same, vehicles inclusive.
• Events Management – Support in the organization of internal and external meetings and conferences, staff travel and accommodation bookings for staff both locally and internationally; and organize administrative functions of workshops and meetings, retreats and related activities.
• Oversight front office administration and services, ensuring proper management of the reception, switchboard operations, and welcoming of AFIDEP visitors. Ensure that all general enquiries are attended to and responded to accurately and promptly.
• Procurement – Lead the procurement function, ensuring specific donor requirements are strictly adhered to. Process orders of supplies, establish and maintain good relationships with key suppliers and provide administrative support to the Procurement Committee.
• Accounting and Finance – Assist in management of accounts for suppliers and service providers, and advising when services are due for payment. Support management of payables by ensuring timely vendor and service providers invoices are received, reconciled and submitted to Finance for processing. Manage petty cash as per policy and guidelines.
• Supervision – Overseeing the day-to-day operations of the administrative department and staff members.
• System Development – Developing, reviewing, and improving administrative systems, policies, and procedures, and using appropriate digital tools to improve efficiency.
• Carry out any other duties as assigned from time to time by the management.

REQUIREMENTS

• A Masters’ degree holder in Business Management/ Administration/Procurement or related field of study.
• Professional qualification and certification in Procurement is a special requirement.
• Practical knowledge of office management.
• At least 5 years’ experience in similar position with at least 3 years’ experience in a USAID-funded organization will be an added advantage.
• Previous experience in an International NGO is an added advantage.
• Effective communication and interpersonal skills.
• Good minute-taking and report-writing skills.
• Proven ability to structure persuasive arguments in a strategic manner.
• Formal, current affiliation with the relevant procurement professional body in Kenya.