Administrative Officer

Job Summary:

The Administration Officer will coordinate the provision of responsive, effective, and efficient administrative and procurement services from the Nairobi office and support the Nawiri office staff and visitors through a variety of administrative tasks. The position will be responsible to ensure stewardship, integrity, transparency, and accountability for all project procurement and purchasing activities and that high-quality service approach is integrated into administrative systems, policies, and procedures.

Job Responsibilities:

• Coordinate and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions, including procurement.
• Help ensure administrative and procurement systems, processes, and policies are in line with agency standards and donor and local law regulations.
• In collaboration with the Deputy Chief of Party - Operations, develop a procurement plan for the Nairobi office, coordinate the procurement within the sub offices or outside the county if necessary, ensuring the best value for money and adherence to CRS and donor regulations.
• Ensure the office is furnished and equipped to meet staff and operations
• Maintain correspondence and contact with CRS procurement team and timely follow up on the execution of contractual terms and conditions, and handle issues if needed.
• Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.
• Ensure a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement and inventory database to assist with control and accountability. Prepare reports and facilitate document retrieval.
• Help ensure required authorizations and documents are up to date.
• Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems.
• Support Nawiri team in completion of quarterly travel plans, ensuring synergies from team leads while planning for project movement within the counties.   
• Adhere to CRS' principles of confidentiality in relations to staff, partners, vendors and other stakeholders. Report to the management potential irregularities or any misbehavior that occurs
• Other duties as may be assigned

Personal Skills

• Good planning, organizational and time management skills
• Strong customer  service  orientation with very good communication and interpersonal skills
• Ethical conduct and ability to maintain confidentiality
• Proactive, resourceful, solutions-oriented and results-oriented
• Demonstrated commitment to respect, equity, diversity and inclusion including gender equality.

Required/Desired Foreign Language

• Able to clearly communicate in written and spoken English.
• Excellent verbal communication skills in Kiswahili.

Education and Experience

• Bachelor's Degree in Business Administration or relevant field required.
• Minimum of 3 years work experience in administrative support functions. Experience with a local or international NGO a plus.
• Experience and proficient skills in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.