PURPOSE OF POSITION:
The Admin Officer is responsible to provide full administrative support of the WFP- Livelihood project.
The holder of the position should communicate World Vision’s ethos and demonstrate a quality of spiritual life that is an example to others.
MAJOR RESPONSIBILITIES
Major Activities
Procurement
-
Take lead in consolidating procurement plans from field team
-
Ensure PRFs are in place and signed on time
-
Check procurement plans against budgets
-
Advise C&V Specialist on over expenditure on procured items beyond budget line items
-
Work closely with main admin Manager to ensure project items to be proceed received timeously
Asset register
-
Ensure an up to date and accurate asset register of the project is in place
-
Ensure staff are accountable and responsible for assets in their custody
-
Track damages and losses of assets and hold staff accountable to staff involved.
Logistics & Administration
-
Carry out analysis of project admin costs and advise the Cash & vouchers Specialist areas of improvement.
-
Tracking the budgets
-
Support district teams on all administrative needs of their office
-
Ensure project vehicles are properly managed and taking care of the drivers.
-
Ensure contracts are in place and updated on time for buildings, vehicles, staff, service providers etc. for the project.
-
Ensure good preparation for logistics needed before, during and after all the activities.
-
Supporting the WFP livelihood staff on daily basis to ensure the smooth implementation of the activities.
Staff registers
-
Ensure staff registers are in place
-
Ensure staff daily registers match their LDRs
Other Roles
-
Collaborate with main office finance, Admin and P&C for follow-ups on all requisitions
KNOWLEDGE, SKILLS AND ABILITIES:
-
The holder of this position must have a minimum of a diploma/Bachelor’s degree in Administration, or any other related course from a recognized University.
-
At least 1 years’ previous experience in a related field.
-
Conversant in English
-
Good written and oral communication skills
-
Very comfortable supporting project team
-
Be proactive and anticipate emergencies.
-
Must have strong analytical, problem solving and organizational skills with an attention to details.
-
Requires the ability to effectively present concepts to lay users in various settings and by various means (verbal and written).
-
Requires strong communication skills to interact with all levels of staff and management.
-
Must be able to work effectively with a diverse team.
-
Requires the ability to work under pressure and on multiple tasks.
-
Must have a service orientation.
Work Environment
-
Office environment: office field based.
-
Travel: Domestic travel is required.
-
On call: During normal working hours unless there is an emergency.