Administrative Officer Job in Kenya – Grant Support

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, and appraisals among others.

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

In
collaboration with the MEAL officer, promote an organizational learning
culture, particularly through the 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 the MEAL officer and communications officer in the
dissemination of knowledge/best practices, 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 assists National Office staff when
visiting the 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 by instructions from team members.

Workshops and Events, (20%)

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

Liaises
with the 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
promptly; 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.

Provide
updated reports to the team and Director.

Communicates
with travel agencies to obtain Support and support 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 Computers especially in Microsoft Office Suite and data analysis programs
such as SPSS, Stata, and 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 can 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

How To Apply

Click Here To Apply

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