Administrative and Procurement Officer

Job Title

The Administrative Associate III will provide administrative and procurement support to the STRengthening Infectious disease DEtection Systems (STRIDES) Activity in Kenya.. This position requires knowledge of organizational and departmental policies and procedures to communicate information involving programs, functions, and services. Duties performed may include preparation of project procurement, documents and reports, the use of office technology, compiling records, organizing, and maintaining files, posting information, greeting/referring/assisting others, mail distribution, and photocopying. The range of duties includes, but is not limited to, collecting, and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. This position may serve as the primary staff assistant to a department or manager. At the advanced level, the position may serve as a lead worker or may provide supervision to other employees.

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.

Typical Physical Demands

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements

• Less than 10%

Salary

The expected hiring salary range for this role is KES 2,500,000 - 3,500,000 annually for basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget.