Job Description

Job Summary:

The Administrative Officer will work with finance officer on activities related to budgets for new funding, project/project preparation and submissions, progress reports, developing and planning budgets for each project strategic area and assists in forecasting future resource needs

Job Specifications

The duties and responsibilities of the officer will entail: –

• Track expenditure and prepare timely reports for submission to Project Manager, PIs, Partners and Donor.
• Maintaining an inventory register;
• Ensuring assets are insured;
• Ensuring maintenance of office equipment, facilities and assets,
• Generating reports on operations, maintenance and utilization of equipment, assets and facilities.
• Recommend approvals of project operating invoices and vouchers for payment.
• Liaise with finance to ensure funds are available before processing LPOs and with relevant departments to ensure Request for Purchases is completed for timely procurement and delivery of project supplies.
• Maintaining an inventory register and conduct unannounced inventories inspection to ensure all assets are available and maintained per schedule.
• Manage office transport system, track vehicle and motorbike expenses and highlight concerns
• Liaise with Human Resource on hiring and orientation of project staff.
• Manage timesheet tracker per project and maintain leave schedules.
• Coordinate archiving of project files.
• Coordinate project meetings and take minutes.
• Facilitate processing of travel requisitions.
• Coordinate clearance of project(s) visitors and liaise with relevant departments for clearance, work permits, hotel reservations, ground transportation and office space.
• Prepare welcome packet for visiting scientists.
• Person Specification
• For appointment to this grade a candidate must have:

Key Requirements

• Bachelor’s Degree in Public Administration, Political Science, Business Administration/ Accounting/ Finance or its equivalent qualification from a recognized institution;
• Knowledge of administrative, budgetary, financial, and human resources policies and procedures;
• Have proficiency in computer applications.

Key Skills and Competencies

• Planning skills
• Communication and reporting skills.
• Team player
• Interpersonal skills
• Excellent financial and management skills
• Ability to multi-task and take initiatives with minimal supervision.
• Ability to work with minimal supervision, within strict deadlines and flexible to ad-hoc schedules
• Ability to manage complex assignments, plan, and monitor budget expenditures.

All Applications to be sent to Simiyu@norwegianaid.org, only shortlisted candidates will be contacted.