Administrative Officer
Overview
Facilitate administrative
and operational processes at AFF, including innovation on systems to improve
efficiency and cost-effectiveness of the administrative operations, with the
aim of achieving AFF’s mandate and strategic objective.
Duties and
responsibilities
Administration.
Facilitate
administrative aspects related to organization and execution of international
and national meetings, workshops, and conferences.
Facilitate
administrative aspects of convening the AFF GC meetings including preparing the
documentation required by its committees.
Facilitate the procurement process of all office supplies and acquiring of essential services, including consultancies.
Under
the guidance of the Executive Secretary, facilitate the convening of staff
meetings and document the proceedings of such meetings.
Coordinate
with the Protocol office in managing all protocol issues and requirements for
AFF staff. (Visas, licences, permits, courtesy matters).
Coordinate
with the ICT unit to provide services and support required by AFF staff.
Maintain
AFF’s assets register with close consultation with the laid down procedures.
i.e., replacements and disposal of obsolete assets.
Ensure
a safe, professional and conducive work environment that supports high
performance for AFF staff.
Coordinate
additional office space and facilities requirements with the ICRAF Operations
department.
Facilitate
room bookings for AFF staff planning and coordination meetings.
Facilitate
gate passes for AFF guest.
Any
other tasks as may be directed by the Executive Secretary
Finance.
Offer
support in the preparation of activity budgets and facilitate
their prompt processing, implementation; in addition to ensuring that activity
reports are in line with the expenditures and programme financial expenses and
are consistent with allocated budget lines.
Initiate
and follow up consultants’ payments upon confirmation of deliverables by
Project Managers.
Work
with Project Managers and the Finance and Administrative Assistant in preparing
field budgets for recruited experts, for which advances will be issued to the
experts to facilitate field activities.
Team
up with the Finance and Administrative Assistant in clearing DSAs advanced to
experts for field work, as well as in processing reimbursements due to them.
Human Resources.
Internal
orientation and induction programme for new staff.
Handle
or accelerate the various employee issues as directed by the Executive Secretary
Support
Executive Secretary in handling issues related to grievances and discipline at
work and prepare documentation for relevant organs.
Plan
activities and implement logistics for staff welfare programs and team building
initiatives.
Project Coordination/
Support.
Provide
necessary inputs to project reports and prepare necessary documentation.
Offer
support within the Finance and Administrative Unit in ensuring timely
disbursement of funds to collaborating partners in the programme operational
areas.
Facilitate
field missions and other stakeholder engagements.
Education, knowledge and
experience
Bachelor’s
degree in business administration or a related field.
Knowledge
and experience in basic accounting, financial management and project management
is required.
Up
to 5 years of consistent, proven, work experience as an Administrative Officer,
Administrator, or similar role, in a related working environment.
Solid
knowledge of office procedures.
Experience
with office management software like MS Office (MS Excel, MS Word and MS power
point).
Good
experience in interacting with people of different backgrounds, nationalities,
and cultures.
The application deadline
is 31 Oct, 2023
How To Apply
