Program Officer - Admin at Haske Humanitarian Aid Initiative

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