PURPOSE OF THE ROLE
- This position requires a highly motivated person who is capable of working flexibly to ensure the highest possible results for the Farm Africa Kenya team. S/he will have experience in administration and good procurement practice preferably within a non-governmental organisation. High competency in time management, communication and IT skills are essential to this role
KEY TASKS AND RESPONISBILITES
- The Project Administrative Officer will focus on the following to support the Kenya Country office team and the smooth implementation of the projects:
Administration
- Supervise implementation of administrative services and contracts, and verify service providers’ invoices before submission to accounts for payment.
- Pro-actively assist the administrative assistant in providing creative solutions to resolve logistical problems and concerns in collaboration with the various stakeholders.
- Conduct routine and periodic audits to ensure the projects offices have the following and well maintained – First aid kits, security, fire extinguishers, etc. Report areas of concern
- Support on HR Induction management.
- To maintain comprehensive and up-to-date fleet and administrative records.
- Assist the corporate services manager in filling documents.
Procurement
- Responsible for procuring and securing the best quotations for purchase of all company items.
- Review and update list of pre-qualified suppliers for goods and services and ensure that all suppliers have valid contracts.
- Procurement of goods and non-HR services for the Hub Office and all projects in conformity with Farm Africa’s financial procedures manual and donor requirements; in liaison with the programmes and finance teams.
- Preparation of procurement requests forms for the country office and verifying those from the field before processing, ensuring they comply with the Farm Africa procurement procedures.
- Reviewing all bid analysis’ before processing.
- Review project decision statements and quotations.
- Prepare LPOs and ensure that they are fully signed before giving to suppliers to offer services.
- Ensure procurement records are processed and maintained in compliance with accepted policies and procedures, which meet both internal and statutory reporting requirements.
- Regularly evaluate suppliers to ensure that records are maintained, timely deliveries and ensure all turnaround and timelines are met.
- In consultation with the Logistics officer in Nairobi, to ensure that office supplies (equipment and stationery) are promptly requisitioned and supplied
- Ensure value for money when making purchases
Assets Management
- Updating the asset register for the country office and projects.
- Compile and review the monthly fleet mileage against tracking systems to ensure that it reconciles and report any anomalies.
- Physical verification of all assets allocated to staff and ensures that they are correctly tagged.
- Maintain an accurate record of equipment borrowed by staff members for use outside
- the Country Office (e.g. laptops, digital cameras, projectors).
- Assist with the disposal of assets as required in accordance with Farm Africa policies
Other responsibilities
- Participate in Procurement Review Committee meetings and take minutes
- Form part of, the Farm Africa Kenya Country Team and contribute to the overall
- development of the Farm Africa mission.
- Undertake any other tasks as requested by the projects and Nairobi office senior team
Education, qualifications & other knowledge
- Degree in Business Administration or related field
- Professional qualification in procurement/ supply chain management preferred
- CPA (Part 2 Section 4) added advantage
- Projects Management
- Certificate of good conduct
Experience
- At least 2 years’ experience in project / fund accounting
- Experience in administrative work and procurement
- At least 2 years’ experience in administrative
- At least 2 years’ experience in procurement
- At least 2 years’ experience in project / fund accounting
- Experience in administrative work and procurement
Skills and abilities .
- Computer literacy in MS-Office, Word, Excel, Outlook
- Speak English and Swahili.
- Networking skills
How to apply:
If you meet the above requirements for this position, submit your cover letter indicating the title of the position and the current & expected salary (maximum 1 page) along with an updated CV (maximum 3 pages) with email and telephone contacts of three professional referees to k[email protected] with the subject line Project Administrative Officer before or by 5.00pm EAT on Friday 16th June 2023.
Only short listed candidates will be contacted.
