Job Description
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.
Key Duties and 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, Skills and Experience:
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.
