PROPEL Health Kenya Administrative and Grants Officer at Palladium International

Primary Duties and Responsibilities: 

The Administrative and Grants Officer will support the PROPEL Health Kenya country program and is responsible for supporting the Administrative and Contracts Manager with duties ranging from office administration/operations, logistics, travel, and procurement.  In addition, the Administrative and Grants Officer will also support the Senior Manager, Finance, Administration and Grants with the management of grants over the life of the project. The position will report to the Administrative and Contracts Manager.

Administrative:

• Provide support in recruitment process, help track and maintain leave database and closing balances of leave to ensure they are current and accurate.
• Provide administrative support including translation, maintenance of diaries, scheduling and arranging meetings, travel arrangements, events/meeting organization etc., to ensure efficient operation of the country program
• Support management and maintenance of office and program database in SharePoint system to ensure critical documents and files are regularly saved electronically
• Assist with timesheet management of in-country staff to hold them accountable to signing timesheets by corporate deadlines and ensuring no suspense hours are booked
• Other related duties and tasks as assigned

Procurement: 

• In consultation with the Administrative and Contracts Manager, assist the project team in the procurement of consultants, vendors, and contractors, including market surveys to identify supply source of items, evaluation of the quotations, negotiations with vendors/service providers; follow-up and liaise with vendors/service providers to ensure timely delivery of services and goods
• In consultation with the Administrative and Contracts Manager, support the project team follows company policies, Standard Operating Procedures (SOPs), project processes and donor regulations when hiring consultants, vendors, and contractors
• Work with the Administrative and Contracts Manager to liaise the project team and HQ Operations team to process contracts, agreements, grants, purchase orders and all other procurements and leases.  
• Help keep track of deliverable due dates and contract expiry dates, and timely inform Technical Monitors and HQ team for contract extensions
• Help maintain and update separate folder for each of the procurements. Keep records of important information, documents and deliverables related to consultants, sub-contractors/grantees, and vendors for future audit purposes, such as selection, contracts and modifications, deliverables, invoices, and close outs  
• Send reviewed and approved deliverables/invoices to the Finance Officer and Finance Manager to process payments
• Other related duties and tasks as assigned

Grants:

• Assist in coordination with technical staff to develop RFA and prepare documentation for grant evaluation and approvals 
• Assist in advertising RFA, facilitate the analysis and evaluation of grant applications with the review team, and issue pre-approved grants that adheres to PROPEL Health Grants Manual 
• Support the management of PROPEL Health Kenya grants over the life of the project
• Assist in ensuring appropriate documentation is completed and on file to guarantee grant file audit readiness 
• Assist in grantee training as needed, including capacity building for potential grantee organizations, and knowledge transfer for internal project staff 
• Remain knowledgeable of updates and revisions to the PROPEL Health’s Grants Manual
• Assist in monitoring payment of grant milestones to ensure compliance with workplan and milestones and monitor the projected expenditures against their actual expenses 
• Assist in screening selected grantees/subawardees through Refinitiv WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List  
• Any other grants/subawards duties and tasks as assigned.

Required Qualifications:

• Minimum 3 years of work experience in administrative, operations, procurement, and office management with an international organization and USAID-funded project
• Knowledge of procurement USG procurement principles
• Knowledge and understanding of grants management
• Previous experience in program operational areas – administrative/operations, procurement, and grants
• Demonstrated ability to work effectively in team-based environment
• Strong written and verbal communications skills
• Fluent in English
• Kenyan nationals are strongly encouraged to apply for this role