Job Field: Sector in Administration / Secretarial , NGO/Non-Profit

Director

Job description
GHS is seeking a Director to support the growth of our new Nairobi office, which will serve as a hub for the East African region. GHS is an international consulting organization that aims to ensure the development and worldwide delivery of health products, technologies and information. We specialize in communications, advocacy, research and strategy. Our donors and clients include foundations, NGOs, government agencies, academic institutions and product development partnerships that are working in the health and development space.
GHS currently has offices in New York, USA; New Delhi, Mumbai, Lucknow and Kolkata, India; Rio de Janeiro, Brazil; Beijing, China; and, our most recent addition, Nairobi, Kenya. We also have a growing presence in Johannesburg, South Africa.
GHS’s Director in Nairobi will be responsible for spearheading new business development efforts in Kenya and across East Africa; hiring, managing and mentoring a small team; and coordinating day-to-day operations of the office. He or she will also manage the development and execution of communications and advocacy strategies for GHS’s clients and partners, focused on major health and development challenges in the region, including reproductive maternal, newborn and child health, HIV, tuberculosis, malaria, neglected tropical diseases, nutrition and health financing, among others.
This is the ideal position for an intelligent, entrepreneurial, motivated and passionate senior professional who has a sophisticated understanding of an evolving global health environment and a strong background in global health advocacy and/or communications. The individual should also possess excellent diplomatic and client relations skills and an energetic and flexible management style. We are seeking someone who can thrive in a fast-paced, demanding and entrepreneurial environment.
This will be a full-time, Nairobi-based position. The Director will report to GHS’s Executive Vice President. Kenyan and other East African nationals are encouraged to apply; preference will be given to individuals with permission to work in Kenya.
Additional information about responsibilities and qualifications is included below.
Responsibilities Specifically, GHS’s Nairobi-based Director will:

Plan, direct, and coordinate the strategic, operational and administrative direction of the GHS Nairobi office, working in close collaboration with GHS’s EVP
Oversee a range of high-profile projects in Kenya/East Africa, including developing and implementing advocacy and media/communications strategies and market research
Identify and secure new business opportunities with development agencies, foundations, private sector companies and civil society organizations based in Kenya
Create and maintain interactions and networks with government agencies, multilaterals, CSOs and other partners in Kenya and East Africa
Hire, build and mentor an appropriately-sized team to support client work and new business development efforts
Manage client relationships, ensuring that excellent service is delivered to clients and keeping other senior managers and the organization’s senior leadership apprised of project development
Create and track project work plans and budgets to ensure successful and timely completion of client deliverables
Manage the establishment of the administrative functions of the Nairobi office
Attend frequent domestic and international meetings and events both with clients and alone, on their behalf
Maintain effective communication between the Nairobi office, other country offices and the NYC-based head office

Required Qualifications

12-15 years of experience in global health and development areas; some of which should be in a management position
Proven ability to assist with organizational growth and drive profitability as well as proven success at cultivating new or expanded business opportunities
Strong relationships with global health stakeholders from the public, private and civil society sectors in Kenya and across East Africa
Deep understanding of advocacy and communications in an African context
Experience managing cross-client, cross-office and cross-cultural challenges, including staffing, resource allocations, organizational development, knowledge management, etc.
Excellent leadership and talent management skills: ability to manage, mentor, motivate and inspire staff and colleagues
Creative and collaborative management style with hands-on approach to project management (i.e., willingness to “roll up one’s sleeves”)
Ability to produce — and to mentor GHS staff to build their own teams to produce — client ready documents across the full range of GHS services
Ability and desire to function in a dynamic, fast-paced work environment
Willingness to travel internationally; overseas work experience is a plus
Excellent oral and written communications skills; fluency in English, both spoken and written, is required & Kiswahili and/or French proficiency is a plus
Master’s degree in a related field or Bachelor’s degree with additional qualifications (course certificates)
Proficiency in Microsoft Office, including Word, Excel and PowerPoint

October 25, 2024
Director of Programmes

Job description
Please note: this position can be undertaken in many locations, not just Nairobi.
Deadline to apply: 11.59PM Eastern Standard Time, Monday, 14th May, 2018. We will be reviewing applications on a rolling basis, however, so please do apply at your earliest convenience.Summary
SumOfUs is looking for an experienced non-profit leader to work side by side with our Executive Director. This is a full-time position, requiring a minimum of 32 hours per week, and can be undertaken by anyone on a timezone between GMT +1 and GMT -6.
The Director of Programmes will be a senior member of the SumOfUs leadership team. They will keep an overview of campaign strategy for the organisation as a whole, and our impact. They will help to manage communications and fundraising work. They may also be asked to cover for the Executive Director at key meetings and media interviews.
The ideal candidate has 8+ years of campaigns and fundraising experience, with at least two years in a “digital first” or rapid response environment, as well as line management and project management experience. If you are passionate about mobilising people power to challenge some of the world’s largest corporations, while building the strength and skills of a talented staff team to do the same, then this could be the perfect role for you.A bit about us
SumOfUs is a community of people from around the world committed to curbing the growing power of corporations. We want to buy from, work for and invest in companies that respect the environment, treat their workers well and respect democracy. And we’re not afraid to challenge them when they don’t.
In an age of multinational companies that are bigger and richer than some countries, it can be easy to feel powerless. But there is a gap in their defenses. The biggest corporations in the world rely on ordinary people to keep them in business. We are their customers, their employees, and often their investors. When we act together, we can be more powerful than they are. Together, our community of millions act as a global consumer watchdog – running and winning campaigns to hold the biggest companies in the world accountable.
Here are some things you might do

Maximise our members’ impact through our campaigns
Help set impact goals for our organisation, and monitor our progress against them
Support our campaigns and fundraising staff to come up with imaginative strategies that will outstrip our campaign targets’ defences
Work with staff across product, operations and fundraising – amongst others – to bring in expertise to judge the right risks and bold new tactics to take our campaigns to the next level
Help to lead our organisation into the next stage of its development
Work with our staff team to develop their skills and judgement to grow into even better campaigners
Collaborate with partners, funders and others to shape innovative areas of work that will take SumOfUs into the next five years with confidence
Bring SumOfUs members along on a journey of growing understanding of how they can challenge corporate power as a member of SumOfUs
Guide choices about how we can campaign
Be a key voice in decisions about regional growth and expansion, widening the languages we campaign in, or developing our increasingly sophisticated mass mobilisation tactics for shareholders
Contribute to critical internal conversations about team structure, approaches to staff development and the training opportunities we can offer our team
Represent SumOfUs to the wider world
Stand in for the Executive Director for public-facing work as appropriate, such as media appearances, or meetings with key stakeholders
Help to foster key relationships with SumOfUs members, funders and journalists who are keen to learn more about our work
Management/other
Supervise senior SumOfUs staff (specific staff to be determined based on experience and skill-set of successful candidate)
Serve on SumOfUs’s Leadership Teams, which guide the organisation overall, including leading the Campaigns Leadership Team
Participate or present in Board meetings as requested or needed
The Programme Director will report to the Executive Director.
We need someone who

We have no formal education requirements – if you can learn and grow with the job, that’s all that matters. This role requires some who has:

A track record running and winning campaigns using mass mobilisation approaches
Deep familiarity with the MoveOn/Avaaz/38 Degrees/GetUp/Campact model of digital first campaigning
Experience of fundraising from one-off and regular (recurring) small donations
Fluency in written and spoken English (our language of operation)
Experience supervising staff and working as part of a diverse team

At least one of the following:

Fluency in another language used by SumOfUs (French, German or Spanish)
Experience of shareholder campaigning
Experience of devising effective campaign strategies to win campaigns against corporate targets
Familiarity with using technology as a tool to drive social change
Big pluses include
Proficiency in widely spoken languages other than those listed above
Experience working closely with communities affected by corporate accountability issues — from indigenous communities to low-wage workers
Extensive network of community organizations, non-profits and advocacy groups, and a political understanding of a range of geographical regions
Experience of working with or as part of a board
Expertise in any of the areas of public policy associated with the appropriate regulation and oversight of corporations (e.g. corporate tax, labour regulations, data regulation and privacy)
Experience of a working for a number of different organisations, including those in the private sector or government sectors (at any level of seniority)

October 25, 2024
Administrative Assistant

Duration: 1 year (Renewable)
Starting Date: Immediately
Duties

Handling administrative requests and queries from Senior Managers.
Organizing and scheduling appointments.
Planning meetings and taking detailed minutes.
Booking travel arrangements.
Answering and directing phone calls.
Organizing and scheduling appointments.
Developing and maintaining a filing system.
Maintaining contact lists.
Submitting and reconciling expense reports.
Providing general support to visitors.
Liaising with the Executive Assistant to handle requests and queries from Senior Managers.

Job Qualifications

Diploma in Secretariat Studies, Business Management or related qualification.
Minimum of 2 years or equivalent work-related experience supporting senior level Executives; experience working with Boards of Directors desirable.
Demonstrated ability to handle confidential information appropriately.
Highly proficient in MS Word, Excel, PowerPoint.
Excellent writing, proofreading and verbal communication skills.
Ability to stay focused, efficient, and effective in managing multiple priorities.
Professional demeanor and ability handle sensitive situations in a calm and professional manner.
Strong interpersonal skills and good judgment.
Proven ability to work independently to achieve accomplishments.
Ability to communicate effectively with all levels of employees and outside contacts.
Experience working in an International arena a plus.
Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment
Ability to provide after hour and flexible support a must.

October 25, 2024
Africa Conservation Director

Job description
KEN01
YOUR POSITION WITH TNC
The Africa Conservation Director oversees all aspects of TNC’s Africa Conservation Program, reporting to the Africa Regional Managing Director. The Africa Conservation Director is responsible for delivering conservation outcomes by managing regional strategy directors and country directors. This position will manage 7 to 8 direct reports and serve as the focal point for conservation management with a strong supporting team. TNC has staff in 7 African countries and is exploring work in several others currently. The Conservation Director will facilitate quarterly reviews with project and strategy teams to ensure we are delivering milestones according to schedule and budget. The Conservation Director will also be responsible for coordination between our Strategy leads and our Project (country) Leads. Conservation planning, priority definition and rigorous monitoring of our impact are key aspects of this position.
Essential Functions
The Africa Conservation Director is ultimately responsible for delivering TNC’s conservation outcomes. S/He leads and manages a large team which implements conservation efforts. S/He will play a key role in fundraising and reporting to donors and helping the strategy and Country teams to maintain key relationships. The Africa Conservation Director will liaise closely with the Regional Director to adjust conservation priorities over time. S/He will join the Africa Leadership Team with peers responsible for Marketing, Fundraising, Operations and Government Relations.
The Africa Conservation Director disseminates best practices to the conservation team in Africa, ensures training and analyses to best implement organizational measures of success, and helps develop key partnerships. They build strategic, scientific and technical capacity in the field, develop key partnerships with public and private organizations in order to identify and resolve technical issues and to widely communicate solutions and best practices, and develop innovative scientific methods, analyses, tools, and frameworks to address the natural system needs.
They will help negotiate complex and innovative solutions with government agencies, major institutions, and landowners to conserve and protect natural communities, and develop and implement cutting edge conservation strategies in a high profile geography and major philanthropic market.
Responsibilities And Scope

Geographic scope is Africa with 80 staff, a large annual budget and people working in 7 countries.
Manages the implementation teams for diverse projects and strategies
Often helps coordinate the work of other professionals, inside and outside the organization. Incorporates cross-disciplinary knowledge to support program objectives.
High level management and leadership responsibility for 7-8 key TNC regional staff members.
May work in variable weather conditions, at remote locations, on difficult and hazardous terrain, and under physically demanding circumstances.
Makes independent strategic decisions frequently based on analysis, ambiguous information, experience and context.
May require frequent travel domestically and/or internationally, evening and weekend hours.

Minimum Qualifications

BA/BS degree and 12 years’ experience in conservation practice or equivalent combination of education and experience.
Experience designing, implementing, and directing complex or multiple projects of strategic importance, including managing finances, supervising multidisciplinary professionals and
coordinating the work of partners while meeting deadlines.
Supervisory experience, including motivating, leading, setting objectives and managing performance.
Experience in partnership development with non-profit partners, community groups and/or government agencies.
Experience networking with high level conservation contacts and Government officials.
Experience conceiving and implementing strategic and creative initiatives.

Desired Qualifications

Fundraising experience, including identifying donor prospects and donor cultivation.
Multi- lingual and multi-cultural or cross cultural experience appreciated.
Master’s degree and 12-15 years’ experience in conservation practice or equivalent combination of education and experience.
Experience developing practical applications of scientific concepts and technical innovations for conservation purposes.
Knowledge of politics and society with respect to environmental affairs.
Communicating clearly via written, spoken, and graphical means in English and other relevant languages.
Politically savvy.

To apply to this position, please visit www.nature.org/careers and click on Current Job Opportunities. Please submit your resume (required) and cover letter separately using the upload buttons.
The Nature Conservancy is an Equal Opportunity Employer Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of men and women of diverse backgrounds, beliefs and culture. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.
The successful applicant must meet the requirements of The Nature Conservancy’s background screening process.Seniority Level

October 25, 2024
Administrative Assistant

Key Responsibilities:

Support activities of the COO’s office by providing administrative support services and technical assistance to ensure timely service delivery.
Manage COO’s internal meetings calendar
Support all Operations local and international travel arrangements, including TAR filing, flight booking and other travel administration
Maintain Departmental Heads’ leave plans
Support Clinical Services Department with medical electives and medical licences as called for
Manage Professional Indemnity Insurance for doctors, clinical officers and nurses – ensuring insurance is up-to-date and that incoming staff are added to the cover
Support Operations Departments’ visitors – ensuring sitting space, proper documentation, appropriate access to internal services and itineraries
Assist in compiling of operations reports, annual budgets and plans for submission under the supervision of the Operations Manager and Compliance Officer
Proofread and draft routine correspondence
Support filing and retrieval of files and documents in order to ensure that they are secure and accessible.
Maintain an inventory of office equipment in COO’s office and raising requisitions for additional supplies
Any other duties that may be assigned from time to time

Qualifications:

A Diploma in Secretarial Studies, Business Administration. Office Management or equivalent
At least 3 years’ experience in providing support to top executives and senior management teams
Considerable knowledge of office procedures and secretarial practices including organization, planning, records management and general administrative skills
Computer literacy with proficiency in Microsoft applications

Competencies:

Strong planning, organisational and administrative skills
Strong problem-solving skills with keen attention to detail
Strong report writing, proofreading and editing skills
High level of confidentiality and discretion
Tact, poise and excellent communication and interpersonal skills
Ability to establish and maintain good working relationships
Effective time management skills with the ability to prioritise workloads and work within tight deadlines
Team worker, able to work in a multi-cultural environment.

October 25, 2024
Director, Support Operations

Job Details
Reporting to the Director General, the incumbent will provide leadership and direction to multiple departments to develop and accomplish their strategic direction and operational objectives.
The Director, Support Operations will oversee four departments namely; Facilities Maintenance, Hospitality Services, Security & Safety and Supply Chain. He/She will strategize to develop and implement operational tools, processes, workflows and best practices.
The incumbent will also ensure that the operational processes are efficient, sustainable, can mitigate risk and optimize financial investments.
Applicants Specifications

Master’s degree in a field related to systems and operations is desired.
A bachelor’s degree in a relevant field is required.
Knowledge of organizational strategies and operational objectives.
A minimum of 12years related work experience preferably in the healthcare industry.
Strategic thinker and an insightful decision maker.
Must be a born again and committed Christian with evidence of maturity in faith
Must have strong interpersonal skills and multi-cultural orientation.
A person of high integrity in their personal conduct and handling of job responsibilities.

October 25, 2024
Inso Admin Assistant – Hargeisa Inso Field Officer – Mogadishu

Job Summary
The main purpose of this position is to support INSO’s Somaliland Area Manager with the daily administrative and logistic tasks, as well as with the office’s finances.
Major Responsibilities:

Administration & Logistics
Local procurement: ensures that goods and services are procured at a good value for INSO and following INSO’s procurement policies. Ensures good working relations with main suppliers.
Travel arrangements: supports travel arrangements, including (but not limited to) facilitating staff visas for INSO staff visiting Somaliland and organize flight and hotel bookings when required.
Office maintenance: Ensure offices premises and equipment are in good shape and properly maintained (plumber, electricity, minor works). Follows up the consumption and due payment of utilities, immediately flagging to the Area Manager any anomaly in the consumption or the costs.
Vehicle fleet: In link with the driver, ensure vehicle logs are updated and accurate.
Asset follow-up: Maintain and update the inventory list as per INSO requirements.
Support to HR management: In close link with the Area Manager and the Administration officer in Nairobi,the Admin Assistant shall:

Record all INSO Somaliland staff leaves and absenteeism;
Ensure all INSO Somaliland staff have staff IDs;
Ensure that the staff regulations are known to all INSO Somaliland staff;
Liaise with the health & travel insurance providers as needed;
Ensure that the staff timesheets are properly filled and sent by email to the Administration officer every month for all INSO staff in Somaliland.

The Admin Assistant shall provide individual support those staff members who have no access to computers and/or no English skills.Others: Support other admin-related work related to INSO operations in Somaliland, as requested by his/her hierarchical supervisor.

Finances
Payments:

Ensures that all payments are prepared in time and in accordance with INSO financial guidelines, with all expenses properly authorized before payment.
Ensures that all bills are acquired and presented for payment on time.

Accounting:

Carries out daily booking of all transactions and reconciliation of cash balances and bank balances.
Maintains the Financial filing system in accordance with INSO guidelines
Carries out reconciliation of advances monthly giving justification for pending advances.

Reporting:

Carries out bi-weekly and monthly reporting to the Finance officer providing fully reconciled reports detailing income, expenditure and cash/ bank reconciliations.
Ensures all vouchers i.e. petty cash, payments and advances are scanned and sent to the Finances Officer on a monthly basis.

Mandatory Requirements:
Languages:

Somali (working language): mother tongue.
English (working language): fluent, both speaking and writing.

Computer skills:
Very good knowledge of Excel, Word and Microsoft Outlook.
Academic Background:
No specific academic background is required, but the person must be strong at Maths
Work Experience:
This is a junior position. Work experience is not a must, but previous experience in Administration and/or Finances will be considered an asset. Similarly, previous experience with NGOs are an asset.
Other Preferred Skills and Characteristics:

Attention to detail, Precision, Ability to not make any mistakes while entering data.
Honesty and integrity. The holder must exercise a strong work ethic and take responsibility for his/her own actions
Ability to work under pressure.

go to method of application »

October 25, 2024
Country Administrator Kenya and Somalia

LocationDuty Station: Nairobi. Missions in project locations when required
Duration: 1 year (possible extension/renewal) – three months of probation
Type of contract: Following the local regulation
Starting date: ASAP
Closing date for application: 24th April 2018
The Administrative Coordinator is in charge of the administrative management of projects in the mission.
S/he supports the Country Representative and Project Coordinators to ensure a proper financial management of the country mission and the projects.
The administrative coordinator reports to the Country Representative and functionally to the HQ Administrator in Italy.
Main Responsibilities
The Jobholder’s main responsibilities:

Amministrative Organization

S/he ensures the application of the general organizational guidelines adopted by CCM at the main office and at the field offices.
S/he supports the Country Representative and Project Coordinators providing adequate technical assistance and appropriate monitoring to the field administration and finance, also through regular field visits as required.

Bookkeeping, Finance and Budgeting

S/he ensures the updating and the validity of bookkeeping entries ensuring the proper allocation of costs according to the information received.
S/he ensures the proper management of the bank accounts and contracts with local banks.
S/he ensures the reconciliation of bank accounts and cash boxes.
Based on information provided by the Country Representative and Project Coordinators, s/he ensures the preparation and management of cash flows both from/to the Head Office and projects.
S/he ensures the preparation of the annual financial report and its certification.

Project management

S/he ensures the preparation of financial reports according to the contracts signed with the Donors and CCM’s internal procedures
S/he supports the Country Representative in preparing the budget for new projects, and budget revision for on-going contracts.
S/he supports the Country Representative and Project Coordinators in monitoring the expenses by providing them with periodic follow up.
S/he supports the Country Representative and Project Coordinators in planning the annual financial reporting and in identifying the project financial needs (this information will be consolidated in the country Cash-Flow).

Personnel management, legal compliance

S/he ensures the proper administration management of local and expatriate staff in accordance with local legislation and CCM procedures.
S/he ensures compliance of the legal obligations related to CCM presence in the country like the NGO registration with relevant ministries, predispositions of agreements with Authorities and Local Partner, obtaining work permits or other matters for expatriate staff or volunteers.

Purchasing and Logistics

S/he provides support to the Project Managers in the procuring process of goods and services
S/he oversees contracts stipulation and purchase transactions of goods and services complying strictly with donor and CCM requirements, both at project and country level.

Competences Required

Degree in Business and Administration, Economics, Political Science or relevant academic background for the position,
At least 5 years’ experience in the role (overseas and/or at the HQ)
Strong budgeting and financial management skills
Extensive experience in elaborating financial reports
Good knowledge of donors’ administrative and procurement rules (UE, UN, ECHO, USAID)
Strong ability to work under pressure and meet deadlines
Good communication and negotiation skills
Ability to coordinate, manage and supervise multidisciplinary team
Flexible, positive attitude, patience
Strong problem solving attitude
Strong computer skills
Fluency in English (written and spoken)
Fluency in Italian (written and spoken) is an asset
Knowledge of administration software is an asset

October 25, 2024
Coordinator For Resource Mobilization

The job is a full-time position, open for Kenyan nationals, based in Nairobi on fixed term contract, until the end of 2018 with good possibilities of extension depending on budget.
This position is on a fixed term contract until end of 2018 but with good possibilities to be extended based on budget situation. As the Coordinator for Resource Mobilization in the region you will be based at our Regional Office in Nairobi. The position requires the following responsibilities and qualifications:
Roles and responsibilities

Coordinate the development of funding proposals
Update, further develop and implement the regional strategy for resource mobilisation;
Support and promote the development of strategic alliances with donor organisations and other strategic actors, with special emphasis on the EU;
Monitor and identify funding opportunities for We Effect and partner organisations;
Undertake capacity building initiatives for staff and partners on skills improvement ensuring there is knowledge on the We Effect global resource mobilization manual
Coordinate the resource mobilisation work in Eastern Africa with the other We Effect regions and the head office in Stockholm;
Coordinate needs for information material and targeted donor communication with the regional communication officer; and
Evaluate and systematically document the experiences and lessons learnt.

Required qualifications for the position

A Bachelors degree in Development/Social Studies/Humanitarian/ Communication.
A master’s degree in Business Administration or Development Work will be an added advantage;
Specialized Training/Professional Qualifications on fundraising and resource mobilization
Minimum of 5 years of work experience in development work and/or international development cooperation working on resource mobilization
Experience in resource mobilisation for international development cooperation, development of concept notes and funding proposals
Experience in development and implementation of methods for international development cooperation, including human rights based approach, planning, monitoring, evaluation and risk management;
Strong analytical and communication skills, works well in a team, excellent deadline management and ease to work towards set goals;
Good knowledge of international relations, EU development policy and international development cooperation;
Excellent communication and report writing skills in English;
Proficient computer skills;
Able and willing to travel in the region and to Sweden when required.

October 25, 2024
Administrative Assistant Chief Of Party (Project Director) Driver Technical Officer I, HIV Care and Treatment

REPORTS TO: Associate Director, Enterprise Services
BASIC FUNCTION:
The Temporary Administrative Assistant is responsible for providing efficient and effective administrative and technical support for FHI360 offices in its functional areas including timely tax exemption applications (DAI forms) support in management of inventory stores, services contracts, leases office, fleet, administration files and efficient resource utilization.
TASKS AND RESPONSIBILITIES:

Request for invoices and pro-forma invoices and ensure vendors submit them on time for tax exemption application.
Type and submit DAI forms from all projects and partners for review and submission within 30 days
Generate timely DAI forms reports as required from projects and sub-recipients
Ensuring DAI forms /invoices from field offices and sub-recipients have dates within the threshold required and not time barred on receipt.
Extract time barred DAI forms and notify Partners and sub-recipients for action.
Receive sub-recipient’s invoices for tax exemption and acknowledgement receipt in writing
Maintain a log of sub-recipients invoices for DAI forms and consolidate DAI forms for review and approval.
Request partners and field offices for missing supporting documents for DAI forms.
Preparing cover letters and tracking worksheets for Tax exemption applications.
Issue blank DAI forms to projects & sub-recipients, maintain log and report for replenishment
Scanning and copying DAI forms from all projects and partners prior to submission to the mission.
Filing copies of approved DAI forms with vendor communication documented for refunds as per Donor rules and regulations
Track submission dates and return dates of approved DAI forms from the mission
Filing and regularly updates system log of all lease documents.
Update lease files with labels and storage systematically to ease access
Arrange resource store, maintain order and extract obsolete documents for approval to dispose.
Print terrorism and debarment searches and attach to service contracts and leases invoices for approval
Update terrorism searches and debarment searches quarterly for all service contracts and leases
Track and maintain a log of service contracts and expiry dates
Report on any terrorism and debarments searches with queries and not cleared in the system.
Sort approved DAI forms from mission by original, duplicate invoices and supporting documents.
Log all approved forms and distribute to respective field based projects and sub-recipients
Record service contract and lease invoices for approval for Finance receipt and payments
Regularly update vehicle maintenance service and repairs report log with mileage
Update Total card incidents and new applications thresholds report for fleet.
Regularly update a log of fleet incidents and accidents for insurance claims status
Extract service contracts, utilities bill and lease remittance advices and send to service providers via email on a timely basis.
Assist in reconciling stationery and consumables usage report for approval and replenishment
Assist in inventory listing, verification process and stores management processes
Assist in maintaining and establish effective record keeping systems for documents in Administration both manually and electronic.
Effectively and efficiently track approved administrative documents through proper identification.
Coordinate with Senior Administrative Officer on a regular update of reports for management

MENTAL AND PHYSICAL REQUIREMENTS: KNOWLEDGE, SKILLS AND ABILITIES

Excellent interpersonal skills with ability to communicate effectively with all levels of staff, vendors and the public.
Working knowledge of USAID rules and regulation on and organization administrative services practices.
At least three years’ relevant experience in executive secretarial role or Office management within a busy organization
Excellent planning and organizational skills.
Ability to supervise staff.
Tact and diplomacy in dealing with staff and the general public and ability to maintain effective working relationships with all levels of staff and public.
Ability to work under pressure
Must be computer literate.

MINIMUM RECRUITMENT STANDARDS:
A Higher National Diploma in Business Administration or related field with at least 1-3 years’ experience in a similar position with progressive experience in an executive secretarial role or administration, procurement and office management.
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

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October 25, 2024