Administrative Officer I (Maternity Reliever) at Population Council
In Kenya, the Council leads research and develops programs to reduce maternal mortality; build protective health, social, and economic assets for adolescent girls; reduce HIV transmission; respond to sexual and gender-based violence; address disrespect and abuse in maternity care; assess various service integration models; assess whether reproductive health ...
Administrative Officer I (Maternity Reliever)
- Job TypeFull Time
- QualificationBA/BSc/HND
- Experience3 years
- LocationNairobi
- Job FieldAdministration / Secretarial
POSITION SUMMARY:
- Population Council - Kenya is looking for a temporary Administrative Officer to join our team as a maternity leave cover.
- The assignment is initially for 4 months with a possibility of an extension of up to an additional 2 weeks. The purpose is to support the general day-to-day administrative duties in the office.
- The officer will manage the incoming communication including receiving incoming mail, phone calls, and physical mail, act as a point of contact for third-party vendors, support the procurement function, and program coordination.
RESPONSIBILITIES:
General administration support
- Ensure good general office management, cleanliness, and maintenance of the office premises and equipment.
- Front office management: ensure that guests are assisted promptly, manage the switchboard, and distribute incoming and outgoing mail.
- Act as general contact and liaise with outside agencies including office building management, cleaning firm, office flower maintenance, etc.
Procurement support:
- Act as a requisitioner for Finance & Administration and program purchases.
- Verify all vendor invoices and deliveries with program personnel and liaise with the Finance Officer for payment.
- Prepare goods received notes for signing by the relevant requestors.
Program Coordination:
- Coordinate program activities, including partners’ travel, training, fieldwork logistics, procurement plans, and budgets.
- Request for project cash advance, payments follow-up and verification, and expense reporting.
- Oversee the overall execution and logistics for various project data collection activities.
Compliance
- Ensure compliance and adherence to the procurement and other relevant office policies in the execution of his or her duties.
- Perform any other duty as assigned by the supervisor.
QUALIFICATIONS:
- Bachelor’s degree in business administration, procurement, and other business management fields of the relevant discipline.
- Minimum of 3 years practical experience post qualification.
- Must demonstrate understanding of procurement and administration including front office management, ethics, and good management skills with diverse teams with a large flow of information and activities.
- Experience in an NGO setting is preferred.
- Experience in budget preparation, tracking, and expense reporting.
- Excellent organizational skills, with mature interpersonal skills.
- 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 adjust to changing circumstances, work on several activities in different stages of development at the same time and remain calm and focused under pressure.
- Ability to work independently and prioritize and show initiative.
- Ability to coordinate and work effectively with a diverse team in a multi-cultural setup.
Method of Application
We are seeking an individual to fill the position described. If you know of a qualified candidate or are interested in applying for this position, please send resume and cover letter to: jobs-nairobi@popcouncil.org By 21st June 2024
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