Administrative Support Officer Job in Kenya

World Vision Kenya is a leading Christian relief, development
and advocacy organisation dedicated to working with children, families and
communities to overcome poverty and injustice.

Our programmes are spread across in most parts of Kenya.

OVC DREAMS – Tumikia Mtoto Project

We are seeking highly competent and outstanding individuals to
fill the following position:

Job Title: Grant Administrative Support Officer – Tumikia Mtoto Project

Reporting to: Finance and Administration Manager

Work Location: Nairobi / Kiambu

Purpose of position: To provide administrative support to the Tumikia mtoto
project and ensure efficient and effective running of the project while while
ensuring compliance with donor regulations (USAID) and World Vision Kenya
policies.

Major Responsibilities

Project Administrative Support 60%

·        
Provide administrative support to the Tumikia Mtoto project for
efficient program implementation.

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

·        
Contribute to the processes of enhancing linkages with other
partners

·        
Ensure effective coordination of processes of reporting and
monitoring with other consortium partners.

·        
In collaboration with various project staff, ensure that program
status and progress reports are developed, shared and well maintained in
repository

·        
Develop and Maintain a project records management system to
ensure all program data is available for easy access and retrieval of
information.

·        
Develops and maintains an efficient physical and electronic
filing system for the team

·        
In liaison with the Grants and Compliance Manager, support in
the tracking and maintenance of sub awards contracts and correspondences

·        
Facilitate the creation of mailing lists for the consortium team
members for effective communication.

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

·        
Provide administrative support in the coordination of the program
process by tracking completion for the programs, scheduling interviews as
necessary and e-filing the final document

·        
Support project staff with People and Culture related processes
including facilitating project staff orientation, contract renewals, performance
agreements, appraisals among others.

·        
Follow up with service providers to ensure office cleaning and
hospitality services are provided as agreed.

·        
Ensure that the office space is conducive for staff performance
in compliance with the OSHA requirements

·        
Ensure enough supplies and utilities for smooth running of the
office.

·        
In liaison with the accountant, support in the management of
assets and inventory

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

Workshops and Events 20%

·        
Liaises with members and partners to coordinate logistical
arrangements for workshops and events;

·        
Liaises with Project team and other agencies regarding venue,
travel, hotels, and with catering Services staff for provision, room
organization and logistics;

·        
Liaises with and assists project 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

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

Logistical Support 10%

·        
Coordinate staff movements & travel logistics and itinerary
for efficiency

·        
Facilitate delivery of parcels/ mails

·        
In collaboration with Administration department liaise with
service providers to ensure quality services

·        
Liaise with the travel agents to obtain supporting travel
documents

Other 5%

·        
Perform any other duties as may be assigned by the supervisor or
designee from time to time

·        
Attend and lead daily devotions.

Knowledge, Skills and Abilities

·        
Bachelor degree in Business Administration, Social Sciences or
related field from a recognized university.

·        
At least 4 years’ experience in project administration

·        
Experience working in an INGO

·        
Knowledge and experience in USAID guidelines

·        
Good interpersonal, organizational, and customer care skills

·        
Experience in Logistics Management is desirable

·        
Proficiency in Computer especially in Microsoft Office Suite and
data analysis programs such as PP, Excel & Word

Application Procedure

For more information on the job and application procedure,
please visit: 
https://careers.wvi.org/job-opportunities-in-africa and submit your
online application including a detailed CV, current and expected salary, with
names pf three referees, current Police Clearance Certificate or proof of
application for the same will be required during interviews.

Application deadline is April 11, 2021 at midnight.

Only shortlisted candidates will be contacted.

World Vision is a child focused organization and upholds the
rights and wellbeing of children.

Our recruitment and selection procedures include screening and
background checking for child abuse related offenses.

World Vision is an equal opportunity employer.

World Vision does not use employment agencies nor does it charge
money for recruitment, interviews, or medical checks.

More information about vacancies can be found on our official
careers page https://careers.wvi.org/.

You will be required to produce a current (within 3 months)
Original Police Clearance Certificate or waiting receipt during interview in
case you are shortlisted

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