Administrative Officer
Job Summary:
The Administration Officer will coordinate
the provision of responsive, effective, and efficient administrative and
procurement services from the Nairobi office and support the Nawiri office
staff and visitors through a variety of administrative tasks. The position will
be responsible to ensure stewardship, integrity, transparency, and
accountability for all project procurement and purchasing activities and that
high-quality service approach is integrated into administrative systems,
policies, and procedures.
Job Responsibilities:
- Coordinate and report on
activities and required resources to ensure cost efficient and quality
service delivery from administrative support functions, including
procurement.
- Help ensure administrative and
procurement systems, processes, and policies are in line with agency
standards and donor and local law regulations.
- In collaboration with the Deputy
Chief of Party – Operations, develop a procurement plan for the Nairobi
office, coordinate the procurement within the sub offices or outside the
county if necessary, ensuring the best value for money and adherence to
CRS and donor regulations.
- Ensure the office is furnished
and equipped to meet staff and operations
- Maintain correspondence and
contact with CRS procurement team and timely follow up on the execution of
contractual terms and conditions, and handle issues if needed.
- Monitor and report on supplier
performance, noting current and/or potential issues and/or inefficiencies
and assist with contract/purchase order modifications.
- Ensure a complete, accurate and
up-to-date document trail of all procurement processes, vendor files,
procurement and inventory database to assist with control and
accountability. Prepare reports and facilitate document retrieval.
- Help ensure required
authorizations and documents are up to date.
- Coordinate the efficient use of
CP assets and rented facilities. Help ensure fully compliant procurement
of office materials and asset management systems.
- Support Nawiri team in completion
of quarterly travel plans, ensuring synergies from team leads while
planning for project movement within the counties.
- Adhere to CRS’ principles of
confidentiality in relations to staff, partners, vendors and other
stakeholders. Report to the management potential irregularities or any
misbehavior that occurs
- Other duties as may be assigned
Personal Skills
- Good planning, organizational and
time management skills
- Strong customer
service orientation
with
very
good
communication and interpersonal skills
- Ethical conduct and ability to maintain
confidentiality
- Proactive, resourceful,
solutions-oriented and results-oriented
- Demonstrated commitment to
respect, equity, diversity and inclusion including gender equality.
Required/Desired Foreign
Language
- Able to clearly communicate in
written and spoken English.
- Excellent verbal communication
skills in Kiswahili.
Travel Required 10% of the tim
Key Working Relationships:
Supervisory: Project Drivers
Internal: COP, DCOP’s Operations and Programming, Head of Offices and
Nairobi based operations staff.
External: Caritas, Consortium Partners, Vendors, Visitors
Typical Background, Experience & Requirements:
Education and Experience
- Bachelor’s Degree in Business
Administration or relevant field required.
- Minimum of 3 years work
experience in administrative support functions. Experience with a local or
international NGO a plus.
- Experience and proficient skills
in MS Office package (Excel, Word, PowerPoint, Visio) and information
management systems.
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