Administrative Officer Vacancy

May 14, 2021

CRS, representing a consortium of international non-governmental organizations, local implementing partners and research institutions, was awarded a program by USAID Office Bureau for Humanitarian Assistance (BHA) to implement a 5-year Development Food Security Activity (DFSA) in Kenya. The overarching goal of this multi- sectoral activity is to sustainably reduce levels of acute malnutrition in Kenya’s arid and semi-arid lands (ASALs), focusing on Isiolo and Marsabit counties. The activity will be implemented in two phases:

Phase I (1.5-2 years) Research, test approaches and collaboratively design a context-sensitive, multi-sectoral activity that sustainably reduces acute malnutrition.
Phase II (3- 3.5 years): Activity Implementation and System and Institutional Strengthening

Job Summary:

The Administration Officer will coordinate the provision of responsive, effective, and efficient administrative and procurement services in the field offices in support of the CRS’ mission to serve the poor and vulnerable for a period of four months. The position will be responsible to ensure stewardship, integrity, transparency, and accountability for all project procurement and purchasing activities and that high-quality service approach is integrated into administrative systems, policies, and procedures.

Job Responsibilities:

Coordinate and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions, including procurement.
Help ensure administrative and procurement systems, processes, and policies are in line with agency standards and donor and local law regulations.
In collaboration with the Head of Office, develop a procurement plan for the field office, coordinate the procurement within the county or outside the county if necessary and maintain and implement the whole procurement process for the field office ensuring the best value for money.

Maintain correspondence and contact with suppliers to follow up on the execution of contractual terms and conditions, and handle issues if needed.
Monitor and report CRS JOB DESCRIPTION on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.

Ensure a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement, and inventory database to assist with control and accountability. Prepare reports and facilitate document retrieval.
Help ensure required authorizations and documents are up to date.
Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems.
Help identify security and safety issues and ensuring safeguarding of agency assets and a safe and sound work environment.
Supervise the drivers at the field office level, providing guidance and leadership in ensuring efficient and effective use of vehicles at the field level, ensure transparency and adherence to agency and donor’s policies, procedures, and regulations, ensuring integrity and compliance to the agency accepted standards.
Adhere to CRS’ principles of confidentiality in relations to staff, partners, vendors and other stakeholders. Report to the management potential irregularities or any misbehavior that occurs.

Qualifications

Typical Background, Experience & Requirements:Education and Experience

Bachelor’s Degree in Business Administration or relevant field required.
Minimum of 3 years work experience in administrative support functions.
Experience with a local or international NGO a plus.
Experience and proficient skills in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.

Personal Skills

Good planning, organizational and time management skills
Strong customer service orientation with very good communication and interpersonal skills
Ethical conduct and ability to maintain confidentiality
Proactive, resourceful, solutions-oriented and results-oriented

Required/Desired Foreign Language