The Administration Specialist will lead the development and implementation of Administration, logistics, and facility management focusing on compliance with Child Fund administration, procurement system policies, and procedures, ensuring appropriate risk management and obtaining the best value for money for the acquisition of goods, services, and the contracting of works.
The job holder works in close cooperation with the Senior Management team, program, grants personnel and report to the management on central issues related to supply management activities. S/he supervises and leads the administration to deliver work results.
• Advanced Degree preferably in, Law, Commerce, Business Administration, Public Administration, Finance, Economics or related field.
• A degree in combination with a minimum of five (5) years of professional experience.
• Supply Chain Management and Accounting background is desired.
• Exposure to Commercial Law is an added advantage.
• Should be technology savvy.
• Good negotiations and communication skills; excellent writing skills
• Ability to deliver high-quality work within tight deadlines.
• Proven ability to work creatively and independently.
• Demonstrated strong management, training, facilitation, coordination, teamwork, and planning skills.
• Ability to coach, mentor, and develop the technical capacity of staff and partners.
1. Supply chain management
• Ensure implementation of sourcing strategy and e-procurement tools and ensuring that the e-procurement tools are used in accordance with ChildFund policies and procedures.
• Ensure appropriate storage network & stock management standards across the country office.
• Maintain regular information across teams about stock levels & expected lead times.
• Manage periodic inventories, stock clearance, and investigations over discrepancies.
• Troubleshoot and train staff and management on the E-Procurement system.
1. Logistics & Fleet management
• Responsible for Country office facility, fleet, and asset management (vehicles, office machines, etc.), including maintenance oversight/coordination, maintaining, upgrading, and disposing of assets in the most cost-effective manner, insurance negotiation and management, and budget development and management.
• Control and optimize fleet costs and anticipate vehicle needs and liaise with respective senior management team members.
• Ensure administrative requirements are met toward any other local authority institutions when transporting goods/staff.
• Deploy efficient fleet and transportation means across the country office.
• Responsible for logistics management of visitors and meetings (visitor arrangements, visa processing logistics for in-country meetings, etc.).
• Responsible for administrative actions resulting from governmental requirements (like tax filings) and/or required under ChildFund`s registration.
• Responsible for coordination of staff travels, establish and execute procedures for travel requests, and authorization confirming the corporate travel policy.
1. Inventory and Asset management
• Deploy an efficient asset allocation and maintain an up-to-date asset inventory, including proper asset labeling; investigate and document any loss or damage.
• Manage random asset inventories to check the monthly asset follow-up reliability, and take the needed corrective actions.
• Coordination of Asset disposal exercise to ensure compliance with internal & external regulations.
• documentations such i.e. Invoices, Good Received Notes.
1. Facility management
• Ensure the facility is operating at optimal by ensuring the running costs, facilities, supplies, and stock are adequately supplied.
• Ensure ChildFund procurement Policies and procedures are applied across the country Office and donors’ specific requirements for logistics & procurement are met.
• Capitalize on lessons learned through memos, training modules, etc. for continuous improvements of logistics compliance in-country Office.
• Follow-up & update internal & external audit report for logistics.
1. Knowledge management
• Organize, facilitate and/or deliver training and learning initiatives on E-procurement systems and on Procurement-related topics.
• Lead and conduct initiatives on capacity development and knowledge building for procurement personnel, including network development, plans, learning plans and activities, procurement practice information, and best practice benchmarking.
• Oversee team’s contributions to Procurement knowledge networks and communities of practice including collaborative synthesis of lessons learned and dissemination of best practices in procurement management.
1. Operations Representation
• Represent ChildFund with relevant Administration networks, actively building relevant relationships (logistics cluster, etc.)
• Manage Implementing Partners relationship on logistics aspects such as procurement, stock & asset management
• Contribute to Emergency Response planning and Contingency Planning efforts for logistics needs and execution.
1. Child Safeguarding
• Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy-
• Reinforce and ensure compliance with policies and procedures in child safeguarding