Administrative Officer Job in Kenya

Administrative Officer


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


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


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

Click Here To Apply