Practical Action
Position Title: Administrative Officer
Practical Action
ABOUT US
We are an international development organisation putting ingenious ideas to work so people in poverty can change their world.
We help people find solutions to some of the world’s toughest problems.
Challenges made worse by catastrophic climate change and persistent
gender inequality. We collaborate with communities to develop ingenious,
lasting, and locally owned solutions for agriculture, water and waste
management, climate resilience and clean energy. And we share what works
with others, so answers that start small can grow big.
We are committed to advancing gender equality and women’s empowerment
through all our work. This includes programmes, knowledge sharing,
advocacy, external communications, and our own organisational
development. At a minimum, we ensure that all our work is gender
sensitive, seeking gender transformative approaches as our overall
ambition and in accordance with context.
We are a global change-making group. The group consists of a UK
registered charity with community projects in Africa, Asia and Latin
America, an independent development publishing company and a technical
consulting service. We combine these specialisms to multiply our impact
and help shape a world that works better for everyone.
OUR AIMS
We help people find solutions to some of the world’s toughest problems,
made worse by catastrophic climate change and persistent gender
inequality. Our aims are to:
• Make agriculture work better for smallholder farmers, many of them
women, so they can adapt to climate change and achieve a good standard
of living.
• Help more people harness the transformational effects of clean
affordable energy and reduce avoidable deaths caused by smoke from
indoor stoves and fires.
• Make cities in poorer countries cleaner, healthier places to live and work.
• Build disaster resilience into the lives of people threatened by
hazards – reducing the risk of hazards and minimizing their impact on
lives and livelihoods.
PRACTICAL ACTION KENYA
In Kenya, Practical Action has a long history of addressing systemic
barriers that prevent people from accessing energy that transforms their
lives, helping communities and government make cities healthier and
safer, making agriculture and markets work better for small holder
farmers and supporting communities and government to become more
resilient.
We use a mix of programming with communities and consultancy services with shapers of policy and practice to achieve our aims.
ABOUT THE ROLE
The Administrative Officer is responsible for managing the day-to-day
administration and procurement activities for Practical Action’s field
office in Kisumu, Kenya. Practical Action is looking for an
Administrative Officer who will provide hands on administrative support
to ensure efficient operation of the office.
ACCOUNTABILITIES
Front Office Reception
• Receive and screen visitors coming into the office, assisting them
with enquiries /references while directing them appropriately.
• Call and fix appointments internally and external as requested/required.
• Manage incoming and outgoing official calls within the office through the switch board.
• Ensure that the front office reception is maintained, neat, tidy, and welcoming at all times.
• Incoming and outgoing mail management, record and dispatch cheques and
other payments made by the office for collection/delivery.
• Manage the office diary, i.e., booking the meeting rooms, recording
workshop dates, travelling dates and manage staff movement.
• Maintain and update the Practical action contact lists for stakeholders and service providers.
• Accurate filing of documents and correspondence while ensuring there is efficient movement of documents within the office.
• Preparation of requisitions for office stationery, kitchen items and toiletries.
Logistics & Procurement Support
The Administrative Officer, in conjunction with the Senior Procurement
and Logistics officer will assist in performing procurement and
logistics functions including and not limited to:
• Support in the strengthening of internal controls around asset
management ensuring Practical Action’s assets are safeguarded at all
times.
• Assist in the preparation of procurement requests of office supplies
for onward processing to the Senior Procurement & Logistics Officer
• Support in raising purchase requisitions and LPOs.
• Assist in tracking orders and ensuring timely delivery of the same.
• Provide support in receiving goods and services while ensuring right
quantities are delivered and quality services are rendered as per
respective purchase orders.
• Take part in preparation of project procurement plans.
• Assist in responding to queries from internal and external clients regarding procurement matters.
• Manage and monitor office stock levels and identify office purchase requirements.
• Arranging/making reservations of hotel accommodation for staff and visitors and process the associated costs.
• Provide support in identifying and booking suitable meeting venues for
official Practical Action meetings and ensure availability of all
materials and equipment required at competitive rates.
• Assist in maintaining relevant internal databases and procurement files in a chronological order.
• Assist in maintaining and tracking vendors’ contractual agreements on an annual basis.
• Receiving approved invoices and ensuring payments are processed on a timely basis and forwarded to finance for remittance.
• Conduct regular checks on office maintenance (furniture and fittings)
and report any defects to the Senior Procurement & Logistics Officer
• Perform other relevant duties as and when assigned.
PERSON PROFILE
To be successful in the role, the ideal candidate will be able to demonstrate:
Experience & Knowledge
• Bachelor’s degree in Business Administration, Supply Chain, or related field.
• At least 3 years relevant working experience in a similar position
Essential
• Excellent administrative skills
• Good communication (verbal and written) skills in English.
• Good inter-personal skills and ability to work in a team with minimal supervision.
• Ability to organize multiple tasks and prioritize appropriately.
•Ability to handle confidential information in a discreet and professional manner.
• Practical experience in the use of the Internet, email and MS Office applications (spreadsheets)
• Time management skills.
A detailed job description can be accessed here- https://practicalaction.org/careers/vacancies/administrative-officer/
How to apply
If you have the experience, skills and the ability we are looking for, please email your application letter stating your motivation and suitability for the role and an up to date CV to: recruitment@practicalaction.or.kewith the title “Administrative Officer” not later than 27th October 2023. All information/data given will be in the strictest confidence and will only be used for recruitment purposes.
Practical Action is an equal opportunities employer, and we encourage applications from under-represented groups. We stay committed to cultivating an inclusive and diverse working environment and believe that people from different backgrounds or cultures give us different perspectives, and the more perspectives we have, the more successful we will be. By building a culture where everyone feels heard, respected, and valued we give everyone working with us the opportunity to achieve their full potential.
Practical Action is committed to safeguarding and protecting children and vulnerable adults and as such candidates will be subject to pre-employment checks.
Applications will be reviewed on a rolling basis.
Only shortlisted candidates will be contacted.