Purpose of the position:

To provide Administrative support for efficient and effective delivery of project activities under the EUTF SUPREME Program in line with existing WV strategy, policies and guidelines.

Major Responsibilities:

People & Service provider management:

• To Supervise and monitor administrative activities of administration staff and Service Providers in EUTF SUPREME Programme Management.

Planning, Documentation and events support for SUPREME project

• Identify key gaps in administration services and proposing measures to improve service delivery in the SUPREME project.
• Plan and provide logistical support for SUPREME meetings and other forums such as workshops and learning events.
• Provide management information for SUPREME project decision making through monthly report writing.

PMU Office and Field SUPREME team Accommodation Management

• Develop and maintain internal and external cleanliness standards of the office premises to ensure a good working environment
• Continuous improvement of the organizational image through ensuring proper office lay out and outlook
• Maintain adequate stock of refreshments and cleaning supplies and materials, and monthly utility bills payment processing (electricity, water, telephone, security, repairs & maintenance) as per approved standards
• Maintain office and residential key logs and ensures both office and residential premises are safe; secures office keys and allocates them to staff keeping copies of each set of keys.
• Maintain SUPREME assets (including assets register) and ensure routine service of office machinery and assets.

Communication and relationships

• Communication and dissemination of guidelines and framework agreements to consortium partners.
• Manage the SUPREME staff mobile airtime benefit including up to date airtime loading, and payment of service providers.

Hotel reservations processing and management

• Sourcing for quotations and processing requisitions for SUPREME staff and partners
• Order placement in line with approved rates
• Managing and coordinating service delivery between guests and the hotel
• Payment processing in line with set standards

Qualifications: Education/Knowledge/Technical Skills and Experience

The following knowledge, skills and abilities may be acquired through a combination of formal schooling, self-education, prior experience or on-the-job training.

1. A Bachelor’s degree in Business Administration, management sciences or related disciplines.
2. At least two years’ experience in implementing administration, logistics and supplies related activities preferably within an NGO setting.
3. Effective in written and verbal communication in English
4. Excellent interpersonal and problem solving skills
5. Must have good computer skills especially MS Word, excel, PowerPoint
6. Must have experience in customer care, contract management and out sourcing
7. Must be good in priority setting, multitasking and time management
8. Must have good report writing and feedback skills
9. Good advocacy and negotiation skills
10. A high level of integrity is required