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Administrative Officer

Full time in Adminstration
  • Post Date : April 8, 2021
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Job Description

Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.
For the past 50 years, we have been making a Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved – and is committed to continuing to improve – economies, societies and most importantly, people’s lives.
Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.
Activity Overview and Role
Palladium seeks an Administrative Officer for the East Africa Market Systems (EAMS) activity, a 5-year task order under USAID’s Regional Integration and Stronger Economics (RISE) IDIQ mechanism. EAMS is designed to promote increased agricultural production, trade, improved policies, finance and investment, and resilience to shocks and stresses in the East Africa region by addressing agricultural issues that can only be solved on a regional basis. EAMS will collaborate closely with USAID/Kenya and East Africa’s regional intergovernmental partners, including the East African Community (EAC), the Intergovernmental Authority on Development (IGAD), and the Common Market for Eastern and Southern Africa (COMESA) region. The EAMS geographic area of focus includes the East African countries of Kenya, Tanzania, Uganda, Rwanda, Burundi, Ethiopia, Somalia, South Sudan, and Zambia.
The Administrative Officer is responsible for the administrative functions of the project and provides program-related support to the technical staff. S/he will work closely with all staff to ensure that there are administrative processes in place to support the delivery of the program activities. S/he will supervise and mentor the office assistant and ensure the duties of that position are performed to the required standards. S/he will report to the Director of Finance & Administration.

Primary Duties and Responsibilities

Administration
Manage the front desk including receiving the project visitors and ensure they attended to and guided as appropriate.
• Be the face of the Palladium EAMS project.
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• Ensure there is frequent fumigation of the office.
• Be the point of contact with the building caretaker to handle all issues related to the project.
• Work closely with the director of finance and administration in the renewal of non-Kenyans work permits.
• Manage the office store.
• Ensure staff have adequate office supplies and that the replenishment is done in good time to avoid stock-outs.
• Work with the selected vendors on office maintenance.
• Supervise the office assistant to ensure proper cleaning of the office.
Procurement
• Work closely with the director of finance and administration to ensure the organisation get value for money in all the procurement.
• Manage vendor relations and ensure all issues raised by vendors are addressed and closed.
• Prepare Bids analysis and participate in the procurement committee.
• Support procurement function by reaching out to vendors to obtain quotations.
• Receive supplies from the vendors.
• Play the role of the secretary for the procurement committee.
Logistics & Travel Management
• Work closely with the Director of finance & administration to manage staff domestic and international travel.
• Ensure visitors and travellers within the region have been booked in approved hotels.
• Work with the selected taxi provider on staff and visitors local travel.
• Work with the selected vendor to book flights for local travel for both staff and visitors.
• Manage project shipment both domestic and international.
• Work closely with staff on conference and meeting bookings in approved hotels.
• Ensure appropriate travel plans are in place for domestic travel by working closely with the selected vehicle hire vendor.
• Coordinate workshop registration processes and acts as the contact person for workshop participants.
• Prepare workshop material/information packages and make them available within required times.
Qualifications
• University degree in business studies, public relations or similar field and a minimum of 4 years experience in a similar role or business diploma with a minimum of 5 years experience in a similar role.
• Solid experience handling procurement and logistics tasks.
• Proficient in computer and internet skills including MS Word, Outlook and Excel.
• Able to communicate effectively, both verbally and in writing, with managers, colleagues and clients.
• Attention to detail and ability to perform multiple tasks and balance competing for priorities effectively and efficiently often with a required timeframe.
• Ability to respond and adapt quickly to changing requirements and competing demands.
• Professional and mature demeanour and conduct.
• Experience in a USAID project will be an added advantage.
To apply, please follow the link below;
https://palladium.csod.com/ux/ats/careersite/2/home/requisition/11076?c=palladium
Qualified candidates should submit their applications by April 20, 2021.

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