Title: Administrative officer

Reports to:   Wet mill program Manager

Location:  Aleta Wondo

Grade:       7

Travel: Aleta Wondo, Bensa and West Guji office locations

1. TechnoServe Background

Everyone deserves the opportunity to build a better future. This simple idea has been at the heart of TechnoServe’s work around the world for over 50 years. TechnoServe is a pioneer in leveraging the power of business and markets to create sustainable pathways out of poverty.

The low-income communities in which we work are full of enterprising people. Their small-scale farms and businesses are the keys to economic development. But they face many challenges: low literacy, lack of access to jobs and markets, unpredictable political dynamics and, increasingly, the effects of climate change. For many women and young people, the challenges are even more daunting. Working with TechnoServe staff, people around the world are lifting themselves out of poverty. The results are amazing…when incomes increase and living conditions for families get better, they are able to access health care and education previously out of reach. Communities and even whole countries are better off.

   2. Position Description:

A successful Administrative Officer will act as the point of contact for project office and providing administrative support and managing any queries. Main duties include managing office stock, managing drivers and office cleaners, managing petty cash fund and preparing regular reports (e.g. expenses and office budgets), vehicle log sheet follow up and report, act on behalf of HR in consultation with head office HR and to ensure all programs administrative activities run smoothly on a daily and long-term basis

DUTIES & RESPONSIBILITIES

 General responsibilities

• Manage drivers and office cleaners for Nespresso and CREW program at Bule Hora and Bensa with consultation of SBA in the area mainly and PMs. And directly manage the Aleta Wondo office cleaners and drivers
• Maintain and operate quality and efficient communication services through handling incoming and outgoing communications.
• Organize a filing system for important and confidential company documents
• Fill vehicle maintenance forms for garage and follow up
• Manage drivers and arrange travel schedules to different areas for Nespresso and CREW programs with consultation with PM’s so that the program team get transportation services to perform program activities
• Ensure, follow up and support the satellite offices in provision of sufficient services to the program staff
• Provide support in photocopying, duplicating and binding training materials and other correspondence and documents as instructed, and maintain a register for all items photocopied/duplicated.
• To assist in the provision of quality, efficient and proactive administrative support to the program
• To look after the functioning of office equipment, ensure their maintenance, and maintain registers.
• To facilitate events and administer payments with consultation with PM’s, and SBA’s, SAA’s and Finance officer
• Work closely with area office finance and head office HR, senior admin officer and program team
• Work closely with head office HR so that sufficient services could be delivered to the program staffs
• Supervise the proper functioning of each office rooms, and the sanitation of office toilets in collaboration with the office cleaners.
• Ensure equipment like phones, generator, and photocopy machine, etc. are maintained and regularly serviced. Report any cases and need for repair as soon as the issues are discovered
• Assist the recruitment process of the programs when needed through scheduling and arranging facilities based on questions may arise from program team
• Update the weekly program drivers and cleaner time sheet and collect the contract staff invoice and timely send for payment.
• Settle monthly payments of utility bills (electricity, water and telephone) of the area office and purchase of refreshment & cleaning materials of the area office.
• Assist in hotel booking and reservations for meeting rooms, internal and external; check payment of these services. Receive guests and visitors and facilitate their hotel booking as per schedule provided.
• Facilitate logistics support with transport office to guests, visitors and travelling staff.

Managing Office Stock

• Receive items as per purchase order or dispatch note, inspect their condition and note items that are missing or in bad condition and communicate to the Finance and Admin Officer as soon as possible for course correction.
• Issue all items from the store or receive items to the store after checking their proper authorization.
• Update bin cards and stock cards and work out the balance after each receipt and dispatch/ issuance of items
• Register all fixed items in asset register book, update the register after every issuance, disposal, transfer or receipts of all fixed assets.
• Update the personal ledger at every change in the balance and confirm change made with the concerned staff.
• Assist in clearance process when employment of staff terminates by ensuring all materials under the custody of the exiting staff is returned.

Cashiering and Related Functions

• Assist in the facilitation of training activities as required.
• Handling petty cash budget available for field office and effect payment after reviewing the necessary document.
• Administer payments, and collections, if any and make timely settlements.
• Reviewing and Insert the area drivers expense and advance in a database system for reimbursement and to request new advance after getting approval on hard copy report.
• Perform other related duties as required.