Administrative Officer

About the Position

The Administrative Officer will provide administrative, logistical, and procurement support to ensure the efficient functioning of the organization. This role is critical in supporting programs, events, and daily operations while ensuring transparency, accountability, and value for money.

Key Responsibilities

Procurement and Supply Chain Management

• Support the procurement process in line with policies, ensuring value for money, transparency, and timely delivery
• Prepare and maintain procurement plans and vendor databases
• Solicit quotations, evaluate bids, and prepare purchase orders and procurement documentation
• Track the delivery and receipt of goods and services, ensuring proper documentation and reconciliation

Logistics and Event Coordination

• Coordinate logistical arrangements for workshops, trainings, conferences, and field missions
• Arrange venue bookings, transportation, accommodation, and catering for staff and participants
• Prepare logistics briefs and itineraries for field activities

Travel and Fleet Management

• Manage official travel logistics for staff, consultants, and visitors, including ticketing and clearances
• Maintain a schedule for vehicle use, fuel consumption, and driver assignments
• Ensure compliance with safety and security protocols during official travel

Administrative Support & Compliance

• Maintain filing systems and procurement documentation
• Ensure activities comply with internal controls, ethical standards, and donor requirements
• Support the preparation of administrative and procurement reports and assist with audits

Coordination & Onboarding

• Collaborate with Finance and Program teams to align logistics with project timelines
• Support the onboarding of staff, consultants, and volunteers as required

Skills and Qualifications

• Strong knowledge of procurement procedures and logistics management