Career Recruitment – 2019 Jobs Vacancy Administration NGO Job. Action Africa Help Kenya
Job Employment Kenya: 2019 Jobs Vacancy Administration NGO Job. Action Africa Help Kenya
Job Description: Today Work Kenya

Job Summary

To oversee and coordinate efficient and high quality administrative function at the AAH-I Headquarters; To be responsible for the provision of efficient and effective procurement management support while exercising a high degree of integrity and accountability.

Responsibilities

Administration and Logistics

  • Design, implement and oversee the maintenance of administrative systems for the efficient functioning of the office.
  • Coordinate and manage the leased Nachu plaza office space.
  • Maintain and organize insurance of office equipment through organizing routine maintenance and repairs.
  • Coordinate and manage travel arrangements for the organization through liaising with travel agents and country administration for timely cost effective booking arrangements.
  • Efficiently arrange for meetings/workshops, manage logistics including office errands.
  • Oversee efficient travel arrangements for staff and visitors at all times.
  • Liaise with the Regional Finance Manager to oversee management of fixed assets and insurance coverage
  • Maintain inventory database and appropriate reports as and when required
  • Perform administrative duties for the Finance and Administration Director relating to board meetings.
  • Provide administrative oversight on work place health and safety.

Procurement

  • Oversee the procurement of all office supplies and services, auditing and approval of all contracts and payment document ensuring acceptable documentation, standards, policies and procedures are adhered to.
  • Ensure prequalification of suppliers is done professionally and act as secretary to the procurement committee
  • Keep track of quality, quantity, stock levels, delivery times, transport costs and efficiency
  • Oversee the negotiations, preparation, approval and execution of contracts, develop MoUs and SLAs that ensure cost savings and AAH-I interests are considered
  • Participate in drawing up and reviewing contracts and leases

Reporting

  • Produce monthly Administration reports to monitor achievement and advice on progress against strategic needs of the organization.
  • Produce monthly reports on status of procurement requests and LPO commitments and share with the Regional Finance Manager.
  • Prepare other monthly reports as required from time to time.

Supervisory

  • Supervise and provide adequate guidance, supervision and support to the Assistant Administration Officer.

Qualifications

  • Holds a Bachelor’s Degree in Business Administration or related field. Training in supply chain or procurement will be an added advantage.
  • Minimum 5 years work experience, 3 of which should be on a similar role.
  • Proficiency in MS-Office applications

Additional Skills & Competences

  • Good skills in conflict resolution/problem solving, teamwork, crisis management
  • Experience in working in a multi- cultural environment.
  • High level of commitment and working with minimal supervision.
  • Able to manage multiple priorities in cross-cultural teams and prioritize under pressure
  • Able to respond to deadlines.
  • Well-organized in work and filing systems.
  • Integrity and strong interpersonal skills.
  • Customer Service orientation.
  • Strong computer skills, with solid proficiency in managing databases and Excel.
  • Able to work under pressure in a busy work environment
  • Good planning and organizational skills and efficient work methods.
  • Good communication and interpersonal skills.

How To Apply

Applicants should email application letter and CV (with 3 referees) addressed to recruitke@actionafricahelp.org to be received by 25th January, 2019. The email Subject Line must show the job title of the position applied for. AAH-I is an equal-opportunity employer.

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