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.
