Administrative Officer - Kisumu at Practical Action Kenya

ACCOUNTABILITIES
Front Office Reception

• Receive and screen visitors coming into the office, assisting them with enquiries /references while directing them appropriately.
• Call and fix appointments internally and external as requested/required.
• Manage incoming and outgoing official calls within the office through the switch board.
• Ensure that the front office reception is maintained, neat, tidy, and welcoming at all times.
• Incoming and outgoing mail management, record and dispatch cheques and other payments made by the office for collection/delivery.
• Manage the office diary, i.e., booking the meeting rooms, recording workshop dates, travelling dates and manage staff movement.
• Maintain and update the Practical action contact lists for stakeholders and service providers.
• Accurate filing of documents and correspondence while ensuring there is efficient movement of documents within the office.
• Preparation of requisitions for office stationery, kitchen items and toiletries.

Logistics & Procurement Support

• The Administrative Officer, in conjunction with the Senior Procurement and Logistics officer will assist in performing procurement and logistics functions including and not limited to:
• Support in the strengthening of internal controls around asset management ensuring Practical
• Action’s assets are safeguarded at all times.
• Assist in the preparation of procurement requests of office supplies for onward processing to the Senior Procurement & Logistics Officer
• Support in raising purchase requisitions and LPOs.
• Assist in tracking orders and ensuring timely delivery of the same.
• Provide support in receiving goods and services while ensuring right quantities are delivered and quality services are rendered as per respective purchase orders.
• Take part in preparation of project procurement plans.
• Assist in responding to queries from internal and external clients regarding procurement matters.
• Manage and monitor office stock levels and identify office purchase requirements.
• Arranging/making reservations of hotel accommodation for staff and visitors and process the associated costs.
• Provide support in identifying and booking suitable meeting venues for official Practical
• Action meetings and ensure availability of all materials and equipment required at competitive rates.
• Assist in maintaining relevant internal databases and procurement files in a chronological order.
• Assist in maintaining and tracking vendors’ contractual agreements on an annual basis.
• Receiving approved invoices and ensuring payments are processed on a timely basis and forwarded to finance for remittance.
• Conduct regular checks on office maintenance (furniture and fittings) and report any defects to the Senior Procurement & Logistics Officer
• Perform other relevant duties as and when assigned.

PERSON PROFILE
To be successful in the role, the ideal candidate will be able to demonstrate:
Experience & Knowledge
Essential

• Bachelor’s degree in Business Administration, Supply Chain, or related field.
• At least 3 years relevant working experience in a similar position
• Excellent administrative skills
• Good communication (verbal and written) skills in English.
• Good inter-personal skills and ability to work in a team with minimal supervision.
• Ability to organize multiple tasks and prioritize appropriately.
• Ability to handle confidential information in a discreet and professional manner.
• Practical experience in the use of the Internet, email and MS
• Office applications (spreadsheets)
• Time management skills.