Administrative Officer African Field Epidemiology Network (AFENET)

Administrative Officer
Job Purpose:
The position holder will provide administrative support to a portfolio of programs/projects assigned and ensure that the programs/projects achieve their goals and objectives.

Duties and Responsibilities:
• Develop program annual work plans and provide support in monitoring implementation, realistic execution and delivery of program/project outputs against target milestones.
• Develop program budgets and review activity budgets ensuring compliance to AFENET policy and donor guidelines.
Process AFENET registration within program countries and other regulatory permits required to operate in the country.
• Ensure work permits are processed for consultants and project staff working in their respective country program/project.
• Monitor program/project expenditure, determine program charge codes and advise on cost allocation in line with grant guidelines.
• Prepare periodic program and project progress reports.
Provide monthly and quarterly program expenditure forecasts to finance and ensure that appropriate expenditure documentation and information is maintained.
• Ensure that funds advanced to the country programs/projects and program/project staff are accounted for on a timely basis
• Manage and maintain good relationship with the program staff and external stakeholders.
• Organize conferences and meetings and support program trainings, workshops and other events
Serve as the liaison and in charge of support services between secretariat and the respective programs/projects assigned
• In liaison with the various program/project stakeholders draw program activity plans and ensure they are executed as scheduled.
• Perform a variety of administrative and operational support activities to the programs and projects assigned
• Conduct induction and orientation to the program staff on joining to ensure their appropriate job fit.
• Prepare and follow up on payment requisitions in regard to the various activities within the program/project. Review and verify requests for advances, payments and expense reports for programs/projects, AFENET partners and staff.
• In charge of receiving and distributing incoming and outgoing correspondences regarding the Program/project.
Attend meetings; take, transcribe and distribute minutes concerning the respective program/project as directed.
• Maintain an accurate and detailed calendar of the various events, due dates and schedules related to the assignments within the programs/projects to ensure these activities occur as scheduled.
• As assigned, prepare requisitions for purchase of materials, supplies and equipment for the program/project and maintain records of transactions of the same.
• Establish and maintain a variety of records and filing systems pertaining to areas of responsibility.
• In consultation with the immediate supervisor, make travel arrangements for various personnel under the program/ project.
• Maintain records of program assets.
• Prepare and submit periodical project activity reports and updates about the program/project.
• Carry out any other duties as assigned by supervisor from time to time to reinforce
• effective and efficient project administration.

Required Qualifications and Experience:
• A Bachelor’s Degree in Business Administration, Social Sciences, Project Planning and Management or equivalent
• Possession of a Masters degree and/or post graduate qualifications in the relevant field will be an added advantage
Professional Certification in Administration; Certified Public Accountant (CPA); Association of Chartered Certified Accountant (ACCA); Chartered Institute of Procurement and Supply (CIPS),Certified Human Resources Professional (CHRP) or equivalent
• Five (5) years of working experience in project management, project administration and coordination
• A mature and committed person with excellent interpersonal skills and a fast learner.
• Proficiency in English language both written and oral is required
• Knowledge of French and/or Portuguese language will be an added advantage.
• Excellent Computer skills required; Ms-Excel, MS-Word, PowerPoint, MS-Project, Web Management etc.
• Ability to work respectfully and inclusively in a diverse, multicultural, multidisciplinary work environment.
• Exhibit the following competencies: Client Orientation, Critical Thinking, Communication, Problem Solving and Decision-Making and Teamwork.

BENEFITS:
These positions have competitive remuneration