Administrative and Procurement Officer at FHI360 NGO

FHI 360 (formerly Family Health International) is a nonprofit human development organization based in North Carolina. FHI 360 serves more than 70 countries and all U.S. states and territories

 

Administrative and Procurement Officer

• Job TypeFull Time
• QualificationBA/BSc/HND , Diploma
• Experience5 years
• LocationNairobi
• Job FieldAdministration / Secretarial  , Procurement / Store-keeping / Supply Chain 

Accountabilities:

• Performs advanced level administrative tasks.
• Serves as the primary point of contact for input from STRIDES internal and external contacts.
• Reviews project data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• Coordinate relevant project team meetings, , secure facilities, prepare agenda, coordinate speakers, record meeting notes, etc.
• Ensure that communications are promptly and accurately dispatched.
• Takes messages or fields/answers routine and non-routine questions.
• Works in cooperation with other Administrative Associates to cover phone calls.
• Responsible for the development and design of improved project administrative procedures to promote the timely processing and submission of all administrative deliverables.
• Responds to project staff requests for administrative support as needed.
• Sets up and maintain project files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports, as appropriate.
• Communicates with both internal and external project personnel as required.
• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
• Schedules and organizes complex activities such as project meetings, travel, conferences, and department activities for members of the department.
• Works independently or as a member of a team on special and ongoing projects.
• Acts as a liaison with other departments and outside agencies, including senior/executive management.
• Handles confidential and non-routine project information and explains departmental policies when necessary.
• Schedules and arranges meetings and conferences for management.
• Coordinates project technical visits, travel authorizations, expense reports, to support implementation of the STRIDES projects in the Kenya country office.
• Assist with coordination of meetings, facilities planning and logistics required.
• Takes project minutes, prepare, and distribute to appropriate staff.
• Manage the project procurement process from RFQ/RFP documentation, analyzing bids for submission to the evaluation committee for approval, processing of Purchase Orders after awards and managing vendors for timely delivery and payments for goods and services.
• Managing and updating the project Asset Register by tracking and tagging assets, to ensure an up-to-date tracker for accountability.
• Assist in periodic project Asset Verification exercise.
• Monitoring and reviewing of project Vendors Service Agreements/Contracts to ensure they are updated.
• Work closely with DTT in tracking and maintaining a log of all DTT related equipment.
• Work closely with Sr. People and Culture Manager and Finance team in tracking and maintaining a log of archived project documents.
• Assist in reconciling project stationery and consumables usage report for approval and replenishment.
• Assist in maintaining and establish effective record keeping systems of documents in Administration electronically.
• Procurement of project meetings/training/workshops venues, accommodation, transport, and other requirements for the Kenya country office project staff in line with DOS and FHI360 policies and guidelines.
• Assigns work/task responsibilities for the project as directed by management.
• Assists with the gathering, compiling and evaluation of project due diligence data.
• Familiar with project guidelines.
• Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.
• Maintains of library and classification and filing of project new items.
• Applied Knowledge & Skills:
• Demonstrates in-depth understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• In-depth understanding of software used to perform day-to-day functions.
• Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
• Utilizes program specific terminology.
• Problem Solving & Impact:
• Resolves and/or develops recommendations for issues and problems having broad impact.
• Problem resolution may require some analysis of policy and procedures.
• Serves as a resource to others in resolving non-standard issues and problems.
• Errors may be difficult to detect and would normally result in loss of customer business, material, or equipment to resolve.
• Supervision Given/Received:
• This position will supervise the drivers and the administrative associate I.
• May coordinate workload with other support staff across department(s).
• No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.
• Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
• Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be sensitive nature.

Education:

• Higher Diploma, Associates Degree, or International Equivalent in Business Administration or Related Field.
• Bachelor’s Degree preferred.

Experience:

• Typically requires a minimum of 5+ years of relevant experience.
• Experience in monitoring the use of expenditures to meet organizational objectives and compliance.
• Experience in administration, supervisory skills required
• Prior experience in a non-governmental organization (NGO) preferred.
• Science or health-related field experience preferred.

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Method of Application

Interested and qualified? Go to FHI360 NGO on fhi.wd1.myworkdayjobs.com to apply