Programme Administration Office

Programme Administration Office

Job Description

Options is seeking an energetic Programme Administration Officer to support its Reducing Maternal and Neonatal Death in Kenya programme. This programme will contribute to and deliver DFID Kenya’s commitment to provide skilled birth attendance to an additional 15,000 women by 2015 and a total of 95,000 by end of 2018. It will complement other areas of DFID health sector support in Kenya including the Kenya Health Programme, which provides health policy and systems strengthening support at national level, malaria, family planning, reproductive health social marketing, and DFID Kenya’s Adolescent Girls Initiative. The purpose of the job is to provide administrative support to the Programme. The Programme Administrative Officer will be the primary point of contact for all administration and logistical support for staff in Kenya and requests from the project head office in London, UK. You will be expected to work closely with colleagues based in Bungoma, Nairobi and internationally, on administration related issues and ensure targets are met.

Responsibilities:

Administration
Ensure robust administration systems are established and maintained for the office
Monitor contractors’ performance and problem solve solutions with Team Leader as necessary
Coordinate the reception, post and telephone services for the office
Organise and arrange meetings and report on the outcomes and communicate these to relevant stakeholders

Monitoring and Evaluation

• Support the Programme Finance Officer as reasonably required
• Work with the M&E Specialist at Options to develop the M&E system for the programme
• Support monitoring and evaluating (M&E) tasks as required in collaboration with the London M&E Specialist
• Carry out feedback on the implementation of the programme, including the review of programme deliverables, review of findings and supporting decisions on next steps
• Contribute to reporting and effective communication with donors, Government and partners
• Support the Options Team in capturing and communicating key knowledge and achievements within the Programme’s reports and annual reviews and on lessons learnt
• Support the preparation of monthly, half yearly and yearly reports

Logistical Management

• Source and negotiate with suppliers for required goods and services in-line with best practice and donor guidelines
• Prepare bid analyses for review by the Team Leader
• Contribute to implementation of best management practices for asset management and procurement procedures including maintenance of the fixed asset register
• Arrange for necessary permits, visas and travel for staff and (national and international) consultants
• Prepare and update procurement manual or guidelines
• Manage drivers, cleaners and security personnel as applicable
• Be the point of reference for all staff with IT related queries and undertake, where possible, basic checks and take remedial action
• Any other duties which may be delegated by the Team Leader which is commensurate with the nature and level of the post

Person Specification
Qualification
Qualification in accounting or other equivalent qualification
Experience

• Minimum of 2 years of experience in a similar role
• Demonstrated strong administrative skills
• Experience in procurement according to best practice guidelines
• High level IT proficiency in Microsoft Office applications especially with advanced Excel skills
• Effective inter-personal skills
• Excellent written and oral communication skills
• Demonstrable knowledge of government health systems in Africa
• Specialist knowledge of working on donor funded multiyear health programmes in public sector setting

Knowledge and Skills

• Excellent planning and inter-personal skills
• Excellent English verbal and written communication skills
• Ability to multi-task and cover multiple work streams simultaneously, to work independently, and as a team member, under pressure and to deadlines
• Excellent Word, Excel, PowerPoint skills

Attributes

• Self-starter; self-reliant with excellent organisation, coordination and planning skills
• Naturally committed and hard-working, with ability to work under pressure
• Be sympathetic to the needs and aims of the programme

Other Requirements

• Commitment to Equal Opportunities
• Ability and willingness to work in Bungoma, for 3 years

How to Apply

To express your interest in the role, please send your CV with a summary note of your skills and experience to Charlotte Langridge at c.langridge@options.co.uk by Wednesday 7th January 2015. Interviews will commence week beginning 12th January 2015.


Please note that applications will be reviewed as they are received so applicants are encouraged to apply early.