Administrative Officer I at Population Council

REPORTING TO: Administrative Officer II

ASSIGNMENT LENGTH: Two years, renewable by mutual consent

POSITION SUMMARY: The Population Council, Kenya is looking for an Administrative Officer 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 distribution of incoming and outgoing mail.
• Act as general contact and liaise with outside agencies including office building management, cleaning firm and 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, trainings, 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 or 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 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, show initiative
• Ability to coordinate and work effectively with a diverse team in a multi—cultural set up

SALARY and BENEFITS: Salary range between KES 188,933 – 226,720 per month, depending on knowledge, skills, and experience. Excellent benefits package includes medical and group life and personal accident insurance available immediately upon hire; provident plan with employer contribution equal to 10% of annual salary, after successful completion of the trial period. We strive to provide an environment of professional growth and development.