Description
Job Purpose
The Admin Officer will be responsible for overall administrative activities in the project implementation location. Under the guidance of the Project Officer, this position will support the Finance department’s management of accounting systems, policies, and procedures in compliance with accounting standards, Generally Accepted Accounting Principles (GAAP), donor’s rules and regulations, and legal requirements to support
high-quality programs serving the vulnerable. As part of an experienced finance team, you will help coordinate daily financial activities through the duties outlined below.
Job Description / Principal Accountabilities
(Rank - 1, % Of Time - 100%)
Overall Duties:
Liaise with the landlord of the office premises and other operational contacts such as vendors, suppliers and courier services to keep the office fully functional
Coordinate package delivery and pick-up
Ensure that HHAI’s inventory list is updated on regular intervals
Develop and oversee project safety protocols, including the management of the staff security in line with HHAI Policies
Ensure that the door security system and key management is functioning properly
Manage the telephone/intercom/internet system
Provide logistical support for meetings and conferences on-site and off-site
Respond to general emails and forward to the appropriate members of staff
Provide orientation for new staff, visitors or consultants on the use of the general office equipment and other office systems
Maintain office equipment and oversee repairs
Manage the office fleet and approve any private vehicle hire
Oversee vehicle repairs
Maintain office logs on travel, inventory and fuel usage for generators, vehicles etc.
Prepare travel arrangements, relevant documentation (tickets, visas etc.) and any necessary travel materials (Meeting confirmations, background or reference confirmations)
Prepare and submit a monthly logistics report about the above to the State Coordinator.
Coordinate procurement process of goods and services, ensure necessary documentation
Maintain and update vendor’s database for necessary goods and services
Monitor quality and control cost on various office supplies, stationery, hotel accommodation, transportation and other equipment
Provide support to HR where needed
Any other function required to be undertaken broadly in line with the above functions.
Other Duties:
Keep colleagues appraised of developments in their own area as appropriate
Contribute to staff meetings, and other internal meetings with appropriate content, views, and suggestions
Fulfill requirements of internal staff management processes including performance reviews, supervisory meetings, etc.
Develop strong relationships with all HHAI colleagues and partners to enhance their understanding of admin/logistics and build their knowledge.
Job Holder Entry Requirements
Knowledge (Education & Related Experience):
Education:
Bachelor’s Degree in Business Administration, Procurement, Logistics, Management, Human Resources or a related field;
Required Experience:
1-2 years ́ professional experience carrying out administrative, logistical and/or operational tasks
Experience working in an NGO or civil society is a plus
Skills (Special Training or Competence):
Proven interest and commitment to humanitarian and development principles and a demonstrable understanding of conflict/post-conflict development contexts
Excellent in English (oral and written)
Ability to plan, organize work, communicate and report effectively (both in writing and verbally)
Proven ability to prioritize tasks and meet deadlines; team player and effective communicator,
Strong IT skills (Email, Microsoft Office applications, Google Drive, Google Docs, Sheets, Presentation).
Demonstrated passion for human rights issues
Good reporting capacity and experience
Ability to function effectively under stressful conditions such as heavy workloads, and deadlines.
Ability to observe and understand cultural and social contexts and reflect the understandings in programming
Excellent analytical and report-writing skills
Strong community engagement and facilitation skill
Ability to infuse positive energy to the team
Attention to detail, keen at following procedures and meeting deadlines
Ability to organize tasks simultaneously and prioritize work
Strong verbal and written communication skills
Strong interpersonal skills working with cross-cultural and multi-diverse teams
Ability to build strong working relationships for partnerships
Standards of Professional Conduct especially on integrity, service, and accountability
Key Behaviors:
Interpersonal and intercultural sensitivity.
Social and receptive (active listener).
High degree of integrity.
Ability to work independently and as a part of the team, as the situation dictates.
Proactive and ready to take initiative.
Ability to assimilate and handle a wide range of information efficiently and effectively.
High level of stress tolerance and ability to work under pressure with minimum supervision.
Willingness to undertake extensive field trip within PCO working area.
Internal:
Program Coordinator/State Coordinator
Finance and Support Services team
Various staff based in all HHAI core departments, as and when necessary (e.g. funding, PDA, MEAL, finance, PPA)
External:
Partners
Consultants
Service Providers/Stakeholders (Other NGOs)
Government agencies
Community leaders/CBOs
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