Program Administrative Officer at SNV
Position Title: Program Administrative Officer
Employer: SNV
Employment: Full-Time | Contract
Place of Work: Addis Ababa - Ethiopia
Posted date: 9 months ago
Deadline: Submission date is over
SNV Ethiopia is recruiting an experienced, Program Administrative Officer for an anticipated flagship program. The program aims to secure 800,000 dignified and fulfilling job opportunities for rural young women. The program will embrace a market system approach in high-potential value chains, (horticulture, poultry, dairy, and complementary value chains), grounded in seven regional clusters.
The Program Administrator is appointed to the program to facilitate and provide administrative and operational support to the project. The administrator is based in the Addis Ababa office and is part of the national team.
Summary of the Position
The purpose of this role is to ensure that the relevant administrative and operational processes are in place and are adhered to, which are necessary for a smooth implementation of the program. The Program Administrator therefore plays a key role, in linking the project implementation team to the support services (HR, Finance, Procurement, Logistics). and there are two linked roles:
- Linking the national team to the support services, i.e. playing a pro-active role in submitting relevant documentation to the SNV support services and making a follow-up that the conditions are in place for the services to be delivered.
- Linking the cluster teams to the support services, i.e. ensuring that cluster teams can adhere to corporate standards and are fully connected to the support services.
- Maintain various project documents both in hard and soft copies (agreements, training manuals, MOUs, consultancy documents, etc)
The position requires hands-on experience in understanding and implementing processes of procurement, finance, and other required facilities to create an enabling environment for technical staff to implement the project activities on time. The ability to prepare documents complying with the procedures to be submitted for support services and to proactively follow up on a day-to-day basis is very crucial.
Job Description
- Gathers relevant data and provides input to administrations and/or keeps basic administrations, based on administrative procedures and formats.
- Ensure compliance with the SNV and donor compliance in the financial, procurement and logistics procedures
- Contributes to complete and up-to-date administration procedures and formats.
- Link with support services and facilitate procurements and other office facilities both for national and cluster teams as per the regulation and guide of SNV. This includes office supplies and other procurements, vehicle arrangement, meeting room reservation, payment facilitation, event organization etc.
- Timely procured and office facilities in place
- Supports the national advisors, cluster teams, and management in preparing and compiling all documentation required for payments mainly for consultancy services, startup supports, workshops and training and other related payments.
- Makes a follow-up to ensure that payments are made timely and correctly.
- Ensures that payments for the program activities are made correctly and timely.
- Follow-up and documentation of program files including consortium partners and other stakeholders:
- Compile program-related information and documentation at the program office level. Follow up with partners to ensure submission of relevant documents of each partner and stakeholders in the program filing
- Keep both hard and soft copies of program documents
- File all relevant letters and communications in the program file
- Work closely with the program communication, finance, and MEAL team to support the program activities
Qualifications
Education and Experience
- A minimum of BA degree in business management and administration, management, Accounting, Secretarial science, and related fields
- At least 5 years’ experience in general administration, management, procurement, and financial management, preferably with an INGO in a similar capacity in a field position
- Strong background and work experience in donor-funded programs.
- Excellent computer skills and proficiency in Excel, word, outlook, and access
- Excellent communication skills both verbal and written
- Knowledge of and experience in organizational effectiveness and administrative/operations and customer management implementing best practices.
- Excellent interpersonal skills and a collaborative style.
- Team player and flexible.
- A demonstrated commitment to high professional ethical standards and a diverse workplace
- Ability to work under pressure, and prioritise workload according to the changing needs of the project
Additional Information
Contract Type: National - Full time
This position will be based on Donor Funding and approval confirmation.
Expected start date: February/March 2025
Duty Station: Addis Ababa - Ethiopia
Contract Duration: Two years with the possibility of extension based on performance.
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