Administration Officer at Catholic Relief

Department: MILE (NAWIRI)Project - Administration Department

Reports To: Head of Office.

Grade: 5

Country/Location: Kenya/Isiolo (Ref:2020/001) and Marsabit (Ref:2020/002)

Background:

CRS, representing a consortium of international non-governmental organizations, local implementing partners and research institutions, has recently been awarded a program by USAID Office of Food for Peace (FFP) to implement a 5-year Development Food Security Activity (DFSA) in Kenya. The overarching goal of this multi- sectoral activity is to sustainably reduce levels of acute malnutrition in Kenya’s arid and semi-arid lands (ASALs), focusing on Isiolo and Marsabit counties. The activity will be implemented in two phases:

Phase I (1.5-2 years) Research, test approaches and collaboratively design a context-sensitive, multi-sectoral activity that sustainably reduces acute malnutrition.

Phase II (3- 3.5 years): Activity Implementation and System and Institutional Strengthening

Job Summary:

The Administration Officer will coordinate the provision of responsive, effective, and efficient administrative and procurement services in the field offices in support of the CRS’ mission to serve the poor and vulnerable. The position will be responsible to ensure stewardship, integrity, transparency, and accountability for all project procurement and purchasing activities and that high-quality service approach is integrated into administrative systems, policies, and procedures.

Job Responsibilities:

• Coordinate and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions, including procurement.
• Help ensure administrative and procurement systems, processes, and policies are in line with agency standards and donor and local law regulations.
• In collaboration with the Head of Office, develop a procurement plan for the field office, coordinate the procurement within the county or outside the county if necessary and maintain and implement the whole procurement process for the field office ensuring the best value for money.
• Maintain correspondence and contact with suppliers to follow up on the execution of contractual terms and conditions, and handle issues if needed. Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.
• Ensure a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement and inventory database to assist with control and accountability. Prepare reports and facilitate document retrieval.
• Help ensure required authorizations and documents are up-to-date.
• Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems.
• Help identify security and safety issues and ensuring safeguarding of agency assets and a safe and sound work environment.
• Supervise the drivers at the field office level, providing guidance and leadership in ensuring efficient and effective use of vehicles at the field level, ensure transparency and adherence to agency and donor’s policies, procedures and regulations, ensuring integrity and compliance to the agency accepted standards. Manage team dynamics and staff well-being. Provide coaching, strategically tailor individual development plans, and complete performance management for direct reports.
• Adhere to CRS' principles of confidentiality in relations to staff, partners, vendors and other stakeholders. Report to the management potential irregularities or any misbehavior that occurs

Typical Background, Experience & Requirements:

Education and Experience

• Bachelor's Degree in Business Administration or relevant field required.
• Minimum of 3 years work experience in administrative support functions. Experience with a local or international NGO a plus.
• Experience and proficient skills in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.

Personal Skills

• Good planning, organizational and time management skills
• Strong customer service orientation with very good communication and interpersonal skills
• Ethical conduct and ability to maintain confidentiality
• Proactive, resourceful, solutions-oriented and results-oriented

Required/Desired Foreign Language

    Able to clearly communicate in written and spoken English.
    Excellent verbal communication skills in Kiswahili.
    Dialects local to Marsabit and Isiolo County a plus.

Travel Required 10% of the time

Key Working Relationships:

• Supervisory: Field office Drivers
• Internal: Head of Office, DCOP Operations and Nairobi based operations staff.
• External: Caritas, Consortium Partners, Vendors, Visitors

Agency-wide Competencies (for all CRS Staff):

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Integrity
• Continuous Improvement & Innovation
• Builds Relationships
• Develops Talent
• Strategic Mindset
• Accountability & Stewardship

DISCLAIMER:

This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

****Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.*