Administrative Officer Job in Kenya

Position: Projects Administrative Officer


Report to: Director of Public Policy & Communications

Job description

The African Institute for Development Policy (AFIDEP) is a
regional non-profit research and policy Institute established in 2010 to help
bridge the gaps between research, policy and practice in development efforts in
Africa. Our primary purpose is to contribute to sustainable development through
using evidence and advocacy to strengthen political commitment and resource
allocation for development issues; informing the design and implementation of
effective interventions; and strengthening governance and accountability
structures for tracking development challenges in Africa.

AFIDEP is registered
as a Non-Governmental Organisation in both Kenya and Malawi (where it has
offices) and as a non-profit institution in the USA with 501(c)3 status. For
further details about AFIDEP and its work refer to www.afidep.org.

AFIDEP is looking to recruit two experienced and energetic persons
to fill in the position of Projects
Administrative Officer
, one based in the Kenya Office and the other based
in the Malawi office. The position is for an initial fixed-term of 2 years,
renewable, based on performance, relevance of the role, and availability of
funds.

In Kenya, the role will report to the Director of Public Policy
& Communications, and in Malawi, the role will report to the Director of
Research & Head of Malawi Office. The role will entail providing support
including administration, monitoring project budgets and tracking project
implementation, and coordination of project team meetings, under the respective
offices of the two Directors, all in a bid to enhance efficiency and service
delivery both to the Directors, internal and external clients. The holder of
this role will be effective at planning, coordination, communication, and
monitoring in their work, and should be able to work well under pressure.

Responsibilities

1. Projects Management and Administration

  • Track the implementation of all
    projects under the Director’s leadership and provide early alerts on
    implementation challenges.

  • Identify synergies between
    projects to maximise efficiencies in time and cost.

  • Create and maintain a database
    of all project documents.

  • Liaise with Finance to monitor
    project budgets and provide quarterly reports of burn rate.

  • Maintain project calendars,
    coordinate meetings, and follow-up on actions points.

  • In consultation with project
    managers and project coordinators, prepare consolidated monthly reports on
    the projects and PowerPoint presentations as required.

2. Administrative support to the Director office


  • Work closely and effectively
    with the respective Director to keep her well informed of upcoming
    commitments and responsibilities, following up appropriately.

  • Manage an extremely active
    calendar of appointments; assist in composing correspondence.

  • Make project travel
    arrangements as and when required; compile documents for meetings;
    complete travel expense reports.

  • Provide technical and
    administrative support for the Director’s effective contribution to Board
    functions and meetings, as well as, to the Senior Management Team
    functions and meetings.

Qualifications

  • Masters’ degree in social
    sciences or development studies with at least 3 years’ work experience in
    a project officer role, or project management.

  • Project management training,
    with hands-on skills and experience in using project management software.

  • Practical hands-on experience
    in project management in an international organization implementing
    multiple projects.

  • Budget tracking.

  • Proficient user of MS Office
    (particularly Excel and PowerPoint).

  • Knowledge of best practices and
    industry standards for project management.

  • Knowledge of international
    development or a demonstrated interest in poverty-related issues.

  • Experience in proposal writing,
    finance or accounting knowledge is an added advantage.

  • Advanced communication and
    writing skills in English (skills in French desirable).

  • Excellent organizational
    skills, multi-tasking, and administration.

  • Meticulous and effective at
    planning and monitoring work, and be able to work well under pressure.

  • Excellent interpersonal and
    effective team management skills, and collaboration across multiple
    functions and teams.

  • The ability to understand and
    support the needs of diverse projects across an organization.

  • Technological skills for
    digital databases management.

How to apply

 Candidates meeting the
above qualifications MUST email:

1) A motivation letter illustrating their suitability against the
listed qualifications/competencies and skills

2) Updated CV including three relevant referees

Applications should be sent to [email protected] not
later than 30th 
June
2020
 with the title either “PROJECTS
ADMINISTRATIVE OFFICER – AFIDEP KENYA
” or “PROJECTS
ADMINISTRATIVE OFFICER – AFIDEP MALAWI
” as the email subject. Only
shortlisted applicants will be contacted. This is a re-advertisement.
Candidates who had initially applied should not re-apply.

AFIDEP is an Equal Opportunity Employer and does not charge a fee
at any stage of the recruitment process.
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