Project Administrative Officer at Farm Africa

PURPOSE OF THE ROLE

• This position requires a highly motivated person who is capable of working flexibly to ensure the highest possible results for the Farm Africa Kenya team. S/he will have experience in administration and good procurement practice preferably within a non-governmental organisation. High competency in time management, communication and IT skills are essential to this role

KEY TASKS AND RESPONISBILITES

• The Project Administrative Officer will focus on the following to support the Kenya Country office team and the smooth implementation of the projects:

 Administration

• Supervise implementation of administrative services and contracts, and verify service providers' invoices before submission to accounts for payment.
• Pro-actively assist the administrative assistant in providing creative solutions to resolve logistical problems and concerns in collaboration with the various stakeholders.
• Conduct routine and periodic audits to ensure the projects offices have the following and well maintained – First aid kits, security, fire extinguishers, etc. Report areas of concern
• Support on HR Induction management.
• To maintain comprehensive and up-to-date fleet and administrative records.
• Assist the corporate services manager in filling documents.

Procurement

• Responsible for procuring and securing the best quotations for purchase of all company items.
• Review and update list of pre-qualified suppliers for goods and services and ensure that all suppliers have valid contracts.
• Procurement of goods and non-HR services for the Hub Office and all projects in conformity with Farm Africa’s financial procedures manual and donor requirements; in liaison with the programmes and finance teams.
• Preparation of procurement requests forms for the country office and verifying those from the field before processing, ensuring they comply with the Farm Africa procurement procedures.
• Reviewing all bid analysis’ before processing.
• Review project decision statements and quotations.
• Prepare LPOs and ensure that they are fully signed before giving to suppliers to offer services.
• Ensure procurement records are processed and maintained in compliance with accepted policies and procedures, which meet both internal and statutory reporting requirements.
• Regularly evaluate suppliers to ensure that records are maintained, timely deliveries and ensure all turnaround and timelines are met.
• In consultation with the Logistics officer in Nairobi, to ensure that office supplies (equipment and stationery) are promptly requisitioned and supplied
• Ensure value for money when making purchases

Assets Management

• Updating the asset register for the country office and projects.
• Compile and review the monthly fleet mileage against tracking systems to ensure that it reconciles and report any anomalies.
• Physical verification of all assets allocated to staff and ensures that they are correctly tagged.
• Maintain an accurate record of equipment borrowed by staff members for use outside
• the Country Office (e.g. laptops, digital cameras, projectors).
• Assist with the disposal of assets as required in accordance with Farm Africa policies

Other responsibilities

• Participate in Procurement Review Committee meetings and take minutes
• Form part of, the Farm Africa Kenya Country Team and contribute to the overall
• development of the Farm Africa mission.
• Undertake any other tasks as requested by the projects and Nairobi office senior team

Education, qualifications & other knowledge

• Degree in Business Administration or related field
• Professional qualification in procurement/ supply chain management preferred
• CPA (Part 2 Section 4) added advantage
• Projects Management
• Certificate of good conduct

Experience

• At least 2 years’ experience in project / fund accounting
• Experience in administrative work and procurement
• At least 2 years’ experience in administrative
• At least 2 years’ experience in procurement
• At least 2 years’ experience in project / fund accounting
• Experience in administrative work and procurement

Skills and abilities .

• Computer literacy in MS-Office, Word, Excel, Outlook
• Speak English and Swahili.
• Networking skills