Job
Title: Administrator
Reports
to: Portfolio
Director
Based
in: Nairobi
Salary: 100,000ksh
Context and Purpose: Our client is a non-governmental organisation (NGO) whose vision is to enable the sustainable transformation of markets for the benefit of the poor.
Context and Purpose: Our client is a non-governmental organisation (NGO) whose vision is to enable the sustainable transformation of markets for the benefit of the poor.
There
is widespread agreement that the best way to improve the economic conditions of
the poor is through improving the functioning of markets.
The
Administrator plays a vital role in ensuring that the Portfolio Directorate
operates optimally and that the Portfolio Director receives the support
required to ensure efficient operations, in particular information regarding
directorate operations, for instance the status of programme activities and
budgetary spend.
The
Administrator provides a vital link between the Directorate and key support
functions such as finance, administration and procurement.
For
these The administrator will need excellent organisation, interpersonal and
communication skills. Analytical skills will also be key to success.
Main Job Objective
Main Job Objective
1.
Manage the annual portfolio calendar
2.
Offer planning support to the Portfolio Director and help to
enhance efficiency and timeliness of Directorate activities.
3.
Offer Support to the Sector Teams in respect to the planning of
their work and data gathering.
Key Tasks and Key Indicators
Objective 1: Manage
the annual portfolio calendar
Key Task: Compile
the portfolio calendar, ensuring alignment to the annual action plan, the
accurate capturing of all key activities and timelines and secure sign off by
the sector leads.
Key
Indicators
- Draft
calendar approved by the Portfolio Director
- Sector
Managers sign off on the calendar
Key Task: Monitor
calendar activities and generate reports highlighting activities that are
falling behind.
Key
Indicator
- Monitoring
reports generated monthly and circulated to sector teams.
Key Task: Manage
all logistics related to the implementation of the portfolio calendar
Key
Indicators
- All
activities in the portfolio calendar effectively run
- Conduct
analyses and oversee administrative operations related to budgeting,
contracting and project planning and management processes
Objective 2: Offer
planning support to the Portfolio Director and help to enhance efficiency and
timeliness of Directorate activities.
Key
Task: Support
the PD and sector teams to develop, consolidate and monitor the overall
portfolio budget.
Key
Indicator
- Portfolio
budget approved by the finance function
Key Task: Serve
as Secretary to the Portfolio meetings
Key
Indicators
- Meeting
minutes taken and circulated on time.
- Action
points from the minutes followed upon and any challenges resulting
therefrom reported to the Portfolio Director
Key Task: Serve
as the Personal Assistant to the Director
Key
Indicators
- Portfolio
Director’s diary managed efficiently
- Directorate
attendance register kept up to-date all team members kept informed of status
vis a vis their attendance
- Analyze
incoming and outgoing memoranda, submissions and reports and prepare and
co-ordinate the preparation and submission of summary briefs and reports
to the Director
- Prepare
agendas and make arrangements for committee, board and other meetings
- Conduct
research, compile data, and prepare papers for consideration and
presentation by the Director.
- Meet
with individuals, special interest groups and others on behalf of the
Director to discuss issues and assess and recommend various courses of
action
- Liaise
with departmental and corporate officials and with other organizations and
associations on behalf of the Director.
Objective 3: Offer Support to the
Sector Teams in respect to the planning of their work and data gathering.
Key
Task: Provide
logistical support to the PD and Sector teams
Key
Indicators
- Sector
teams supported in undertaking administrative activities relating to
procurement
- Sector
teams supported in undertaking logistical activities relating to field
activities.
Key Task: Carry
out desk research in response to PD and sector team information
requirements
Key
Indicator
- Quality
information generated in a timely manner and presented in the prescribed
format.
Objective 4: Customer
Service
Key
Task: Excellent
communication and interpersonal skills including demonstrated experience in
liaising with a wide range of internal and external clients.
Key
Indicators
- Act
in a professional manner at all times when dealing with internal &
external clients.
- Positively
promote the organization both internally & externally.
- Be
prompt and provide courteous service to clients, colleagues and the
broader community.
- Maintain
confidentiality on all issues relating to the Organization, the clients
& fellow colleagues.
- Treat
all clients with respect & equality, whilst being responsive to their
needs.
- Maintain
a professional and appropriate telephone manner and be responsive to
telephone inquiries.
Relationships: While
reporting to the Portfolio Director, he/she will liaise closely with all
members of the Portfolio department. He/She will also interact with the finance
and administration department as needed.
Experience and Skills
Experience and Skills
- A
minimum of an upper second degree in a relevant field such as business
management, agriculture, development studies, etc. A professional post
graduate qualification highly desirable
- At
least 2 years’ experience of providing support to a busy team of
professional staff, where a considerable amount of analytical skills are
called for.
- Some
understanding of and / or experience in budget management
- Independent
and able to work with minimal guidance and instruction.
- Good
communication and interpersonal skills
- Good
analytical and problem solving skills
- Excellent
Computer skills – Microsoft Office
Male applicants preferred.
Competencies: The behaviours the job holder must have, or should acquire to perform effectively include: teamwork, communication, planning and coordination, planning, analysing the evaluation and attention to detail.
Competencies: The behaviours the job holder must have, or should acquire to perform effectively include: teamwork, communication, planning and coordination, planning, analysing the evaluation and attention to detail.
e-Mail: recruitment@cdl.co.ke