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Administrative Officer I

4 months ago

Nairobi, Kenya Population Council Full time

In Kenya, the Council leads research and develops programs to reduce maternal mortality; build protective health, social, and economic assets for adolescent girls; reduce HIV transmission; respond to sexual and gender-based violence; address disrespect and abuse in maternity care; assess various service integration models; assess whether reproductive health voucher programs can help vulnerable populations access critical reproductive health services; and strengthen evidence for programs related to unintended pregnancy and unsafe abortion. The Council helped the Kenyan government develop its first population policy in 1966, and played a key role in establishing the Population Studies and Research Institute at the University of Nairobi. The Council initiated a regional capacity-building program that led to the formation of the African Population and Health Research Center in 1995, now a leading independent research institution. The Council sustains the Africa Regional Sexual and Gender-Based Violence Network, a coalition that meets annually to review best practices for strengthening and integrating medical and legal services for survivors of sexual violence.
POSITION SUMMARY:

Population Council - Kenya is looking for a temporary Administrative Officer to join our team as a maternity leave cover.
The assignment is initially for 4 months with a possibility of an extension of up to an additional 2 weeks. The purpose is 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 distribute incoming and outgoing mail.
Act as general contact and liaise with outside agencies including office building management, cleaning firm, 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, training, 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 of the 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 a 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 and show initiative.
Ability to coordinate and work effectively with a diverse team in a multi-cultural setup.