Administrative Officer Job in Kenya

 Job Title: Administrative
Officer

Hiring Organization: World
Vision
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Private
Charity
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 01/23/2024

With
over 70 years of experience, our focus is on helping the most vulnerable
children overcome poverty and experience fullness of life. We help children of
all backgrounds, even in the most dangerous places, inspired by our Christian
faith.

Come join
our 33,000+ staff working in nearly 100 countries and share the joy of
transforming vulnerable children’s life stories!

Key
Responsibilities:


Support
Implementation & monitoring of IMARA Program (30%)

Under the
guidance of the Program Director, manage day-to-day and provide support to
iMARA Program Secretariat.

Support
effective and timely management of donor/consortium needs, queries and
requests.

Contribute
to the processes of creating linkages with other partners

Support
MEAL Advisor to coordinate and monitor program processes with Consortium
Partners;

Support
program staff with People and Culture related processes e.g. contract renewals,
performance agreements, appraisals among others.

Prepare
regular inputs to status and progress reports in collaboration with various
groups.

In
collaboration with MEAL officer, promote organizational learning culture
particularly through creation and sharing of knowledge by synthesizing and
documenting findings and lessons learned success stories and best practices,
strategies and approaches of the groups and drafting relevant materials for
dissemination.

Support
organization and documentation of consortium learning and sharing forums in
consultation with MEAL officer and communications officer in dissemination of
knowledge/best practice, challenges, and knowledge gaps.

Administrative
Support (30%)

Maintains
confidential records for the Program Director;

Manage
office correspondence and documentation Assists other team members in preparing
and formatting documents, including PowerPoint presentations.

Develops
and maintains an efficient filing system for the team, including assistance in
processing calls for proposals as required;

Maintains
a tracking system of responses to sub grantees;

Maintains
and updates team’s databases and mailing lists using and Maintains team
members’ contacts using;

Contributes
to electronic filing of team documents.

Organizes
regular team meetings and conference calls/videoconferences, including the
preparation and distribution of documents and providing the necessary technical
devices.

Takes
minutes of regular team meetings and other meetings as required.

Assists
in the coordination of the Secretariat process by tracking Program completion
for the programs, scheduling interviews as necessary and e-filing the final
document.

Liaises
with Regional Office staff as required and provides assistance to National
Office staff when visiting Secretariat.

Assists
in the orientation of new staff, interns, research fellows and consultants by
providing them with the necessary documents and materials for orientation; and

Works
with other Partner Organizations to coordinate work activities, meet deadlines,
and provide support where needed.

Performs
other related duties in accordance with instructions from team members.

Workshops
and Events, (20%)

Liaises
with members and partners to coordinate logistical arrangements for workshops.

Liaises
with Program team and other agencies regarding venue, travel, hotels, and with
Catering Services staff for provision, room organization and logistics.

Liaises
with and assists program recipients and consultants as required to ensure
smooth functioning of activities.

Coordinates
and disseminates all internal and external material, including publicity and
background documents and coordinates appropriate mailings or distribution.

Prepares
training kits or information packages and sends material to participants in a
timely manner; and

Coordinates
registration process and acts as contact person for the participants.

Well-coordinated
events and workshops

Travel
Management (15%)

Responsible
for planning and consolidation of trip plans and reports; Maintains and
regularly updates travel plans.

Provides
updated reports to the team and Director.

Communicates
with travel agency to obtain Support and supports visas requesting and prepares
supporting travel documents.

5% Any
Other

Work
experience Required Professional Experience

Must have
at least 3 years’ relevant experience working.

2 years’
experience in project management of projects in Livelihoods and Resilience will
be an added advantage.

Proficiency
in Computer especially in Microsoft Office Suite and data analysis programs
such as SPSS, Stata, EPI Info.

Possess
excellent communication, facilitation, networking and relationship building
skills.

Ability
to maintain donor and partner relations through timely and appropriate
communications.

Required
Education, training, license, registration, and certification

Bachelor’s
Degree NRM, Environmental studies, Agriculture, or related field from a
recognized university.

Preferred
Knowledge and Qualifications

Must be a
self-starter who is able to work under stress and with minimum supervision.

Ability
to influence multi-sectoral teams towards a given goal.

Possess
excellent knowledge of the Humanitarian Development Field

Click
Here To Apply

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