Population Council
Job Vacancy: Administrative Officer
Job Vacancy: Administrative Officer
Job Summary: The Population Council is seeking an experienced
administrator to support various functions in the Population Council Nairobi
Office including: facility management, procurement and general administrative
services.
This position is a local hire
position. Candidates must be Kenyan nationals.
Key Responsibilities
·
Ensure proper management and
coordination of staff travel arrangements including ticketing, transport and
security;
·
Ensure good general office management
and cleanliness and maintenance of the office premises and equipment;
·
Verify all vendor invoices and
deliveries with program personnel and liaise with the finance officer for
payment;
·
Ensure that the office is run in a
professional and responsible manner including hosting guests, receptionist
duties, and general contact and liaison with outside agencies;
·
In close collaboration with Network
Coordinator and Program Coordinators, ensure proper asset management and
maintain an updated and accurate asset register, and room lists, and ensure
that all assets are properly labelled and whereabouts regularly verified;
·
Coordinate the purchase of office
supplies and any other necessary administrative and office management details;
Liaise with staff with regards to events/booking of meeting rooms and other
meeting logistics;
·
Provide administrative support to
PC-Kenya Board; coordinate meeting documents including ensuring that all papers
are prepared on schedule, and conform to the highest standards;
·
Perform communication functions,
including drafting letters, memos and formatting documents; and supervise the
outsourced service providers and divide responsibilities where necessary, to
ensure performance.
Procurement:
·
Ensure full understanding and
adherence to the Council’s procurement policies and assist as needed in
training staff on these policies
·
Estimate and establish cost
parameters and budgets for purchases
·
Maintain accurate records of
purchases and pricing
·
Create and maintain good
relationships with vendors/suppliers
·
Maintain records of purchases,
pricing, and other important data
·
Review and analyze all
vendors/suppliers, supply, and price options
·
Develop plans for purchasing
equipment, services and supplies
·
Negotiate the best deal for pricing
and supply contracts
·
Ensure that the products and supplies
are high quality;
·
Create and maintain inventory of all
incoming and current supplies
·
Maintain and update list of suppliers
and their qualifications, delivery times, and potential future development; and
·
working with Program Coordinators and
the Procurement Committee to complete duties as needed.
Fleet management:
·
Ensure that all vehicles are safe and
road-worthy and organize regular service schedules for vehicles and maintain
service schedule files;
·
Collect and distribute of vehicle
log-sheets to drivers;
·
Schedule vehicle use to meet
programmatic and operational needs;
·
Maintain daily vehicle movement and
oversee fuel consumption purchase and tracking;
·
Ensure security measures for vehicles
such as parking, storage of keys, insurance, etc.; and ensure that accident
reports are completed and filed (if related to vehicles).
Qualifications, Knowledge,
Experience:
·
Degree in Business Administration,
Communication, and other business management fields of relevant discipline
·
Minimum of 5 years’ practical
experience in a reputable organization
·
Must demonstrate understanding of
logistics, procurement and administration, ethics and good management skills
with diverse team with large flow of information and activities
·
Experience in an NGO setting is
preferred
·
A strong understanding of donor
compliance is required
·
Excellent organizational skills and
ability to make recommendations for improvements
·
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 work independently and
prioritize, show initiative
·
Ability to coordinate and work
effectively with a diverse team in a multi—cultural set up
·
Thorough understanding on logistical
challenges, market mechanism and supply chain dynamics; and positive team
spirit.
Interested candidates should send
their resume and cover letter to: jobs-nairobi@popcouncil.org.
Applications must be received by 8th
March, 2018.
Only shortlisted candidates will be
contacted.
Population Council is an equal
opportunity employer.