• Administration Officer at Action Africa Help

  • Posted on: 11 January, 2019 Deadline: 25 January, 2019
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    Action Africa Help International (AAH-I) is a regional African-led non-governmental organization that supports livelihood-challenged communities in East and Southern Africa to sustainably improve their well-being and standard of living. With Country Programmes in South Sudan, Kenya, Somalia, Uganda, Zambia, Djibouti and Ethiopia. AAH-I has over 30 years’ experience working with communities in conflict and post-conflict situations, including refugees, internally displaced people and host communities. More recently AAH-I has expanded its activities to work with other marginalized communities, including pastoralists and people living in informal urban settlements.

     

    Administration Officer

     

    Job Description

    Job Summary:

    To oversee and coordinate efficient and high quality administrative function at the AAH-I Headquarters; To be responsible for the provision of efficient and effective procurement management support while exercising a high degree of integrity and accountability.

    Key Duties and Responsibilities:

    Administration and Logistics

    • Design, implement and oversee the maintenance of administrative systems for the efficient functioning of the office.
    • Coordinate and manage the leased Nachu plaza office space.
    • Maintain and organize insurance of office equipment through organizing routine maintenance and repairs.
    • Coordinate and manage travel arrangements for the organization through liaising with travel agents and country administration for timely cost effective booking arrangements.
    • Efficiently arrange for meetings/workshops, manage logistics including office errands.
    • Oversee efficient travel arrangements for staff and visitors at all times.
    • Liaise with the Regional Finance Manager to oversee management of fixed assets and insurance coverage
    • Maintain inventory database and appropriate reports as and when required
    • Perform administrative duties for the Finance and Administration Director relating to board meetings.
    • Provide administrative oversight on work place health and safety.

    Procurement

    • Oversee the procurement of all office supplies and services, auditing and approval of all contracts and payment document ensuring acceptable documentation, standards, policies and procedures are adhered to.
    • Ensure prequalification of suppliers is done professionally and act as secretary to the procurement committee
    • Keep track of quality, quantity, stock levels, delivery times, transport costs and efficiency
    • Oversee the negotiations, preparation, approval and execution of contracts, develop MoUs and SLAs that ensure cost savings and AAH-I interests are considered
    • Participate in drawing up and reviewing contracts and leases

    Reporting

    • Produce monthly Administration reports to monitor achievement and advice on progress against strategic needs of the organization.
    • Produce monthly reports on status of procurement requests and LPO commitments and share with the Regional Finance Manager.
    • Prepare other monthly reports as required from time to time.

    Supervisory

    • Supervise and provide adequate guidance, supervision and support to the Assistant Administration Officer.

    Qualifications, Skills and Experience:

    • Holds a Bachelor’s Degree in Business Administration or related field. Training in supply chain or procurement will be an added advantage.
    • Minimum 5 years work experience, 3 of which should be on a similar role.
    • Proficiency in MS-Office applications

    Additional Skills & Competences

    • Good skills in conflict resolution/problem solving, teamwork, crisis management
    • Experience in working in a multi- cultural environment.
    • High level of commitment and working with minimal supervision.
    • Able to manage multiple priorities in cross-cultural teams and prioritize under pressure
    • Able to respond to deadlines.
    • Well-organized in work and filing systems.
    • Integrity and strong interpersonal skills.
    • Customer Service orientation.
    • Strong computer skills, with solid proficiency in managing databases and Excel. 
    • Able to work under pressure in a busy work environment
    • Good planning and organizational skills and efficient work methods.
    • Good communication and interpersonal skills.

    Method of Application

    Applicants should email application letter and CV (with 3 referees) addressed to recruitke@actionafricahelp.org to be received by 25th January, 2019. The email Subject Line must show the job title of the position applied for. AAH-I is an equal-opportunity employer. 

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