Administrative Officer I (Maternity Reliever)

TITLE: Administrative Officer I (Maternity Reliever)

REPORTING TO: Administrative Officer II

LOCATION: Nairobi Kenya

ASSIGNMENT LENGTH: 4 months.

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:

1. General administration support

a. Ensure good general office management, cleanliness, and maintenance of the office premises and equipment.

b. Front office management: ensure that guests are assisted promptly, manage the switchboard, and distribute incoming and outgoing mail.

c. Act as general contact and liaise with outside agencies including office building management, cleaning firm, office flower maintenance, etc.

2.Procurement support:

a. Act as a requisitioner for Finance & Administration and program purchases.

b. Verify all vendor invoices and deliveries with program personnel and liaise with the Finance Officer for payment.

c. Prepare goods received notes for signing by the relevant requestors.

3.Program Coordination:

a. Coordinate program activities, including partners’ travel, training, fieldwork logistics, procurement plans, and budgets.

b. Request for project cash advance, payments follow-up and verification, and expense reporting.

c. Oversee the overall execution and logistics for various project data collection activities.

4.Compliance

a. Ensure compliance and adherence to the procurement and other relevant office policies in the execution of his or her duties.

**5.**Perform any other duty as assigned by the supervisor.

QUALIFICATIONS:

1. Bachelor’s degree in business administration, procurement, and other business management fields of the relevant discipline.
2. Minimum of 3 years practical experience post qualification.
3. 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.
4. Experience in an NGO setting is preferred.
5. Experience in budget preparation, tracking, and expense reporting.
6. Excellent organizational skills, with mature interpersonal skills.
7. Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).
8. Excellent spoken and written skills in English.
9. Meticulous with an excellent sense of judgment and ability to multitask.
10. 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.
11. Ability to work independently and prioritize and show initiative.
12. Ability to coordinate and work effectively with a diverse team in a multi-cultural setup.

Population Council – Kenya (PC Kenya) seeks to improve the health and well-being of vulnerable and marginalized populations in East Africa and other countries in the region. We support the design, testing, and scale-up of interventions on sexual reproductive health and rights, develop sustainable programme solutions that respond to girls’ educational needs and build their social, economic, and health assets; reduce HIV transmission; prevent and respond to sexual and gender-based violence; assess various service-integration models; and strengthen evidence for programmes related to unintended pregnancy.

Only shortlisted candidates will be contacted. This is a national position, and only Kenyan nationals will be considered.

Population Council – Kenya provides equal opportunity; it does not discriminate against any person with regard to age, color, national origin, disability, political belief, religion, marital status, gender, gender identity, or sexual orientation. Employment decisions are based on an individual’s qualifications as related to the position for which they are being considered. The Council especially encourages applications from members of underrepresented groups including but not limited to women, people with disabilities, youths, and those from communities with the most to gain from expanded access to sexual and reproductive health services and information. The Population Council-Kenya is international in the composition of its board of trustees and its staff, as well as in the nature and deployment of its activities.