CICF - Options

Job description Job title

Office Administrator

Department

Finance & Administration

Reporting to

Technical Fund Manager, CICF, MANI Project

Hours

40 hours Monday to Friday

Location

Nairobi

Type of contract

Fixed term Jan 2017 – June 2019

Organisation Options Consultancy Services Limited (Options) was established in 1992 and is a wholly owned subsidiary of Marie Stopes International. Options is a leading provider of technical and management expertise in the health and social sectors. We work in partnership with national and state governments, international development agencies, the private sector and civil society to strengthen programmes and policies to support the achievement of the Millennium Development Goals in health and poverty reduction. Our work focuses on providing expertise in sexual and reproductive health, maternal newborn and child health, HIV and AIDS, citizen voice and accountability, gender, social inclusion and equity to enhance institutional effectiveness to support strengthening of health service delivery. Programme background

The Maternal and Newborn Improvement (MANI) Project is run by an Options-led consortium with six subcontracted organizations. The MANI Project is component three of DFID’s wider MNH programme in Kenya that focuses on improving maternal and newborn health outcomes across six counties: Bungoma, Homa Bay, Garissa, Nairobi (Embakasi & Kamukunji sub-counties), Kakamega and Turkana. The MNH programme addresses the three common delays women face in accessing and utilizing quality maternal and neonatal health care. The MANI project delivers results for women and newborns under the following three outputs:  Output 1: Strengthening health systems to manage and deliver quality maternal and newborn health (MNH) services, to ensure that women and newborns receive quality services (in Bungoma county)  Output 2: Increasing demand for and uptake of MNH services to ensure that mothers and newborns seek and access appropriate care (in Bungoma county)  Output 3: Establishing and managing the County Innovation Challenge Fund (CICF) to test and scale innovative approaches to address priority challenges across the three delays (all six counties)

Main purpose of job

Working within a small team the Finance & Administrative Officer will assist the CICF technical team in the efficient administration and management of all grantees in the CICF portfolio. This includes taking an active role in supporting in on-going project and knowledge management, and working with the CICF Fund Manager (KPMG) on all CICF financial matters. As the role develops additional support to the wider MANI Project may be required.

Key Performance Areas

Last updated: November 29, 2016

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General support to Nairobi office:  Be responsible for the acquisition of capital items including e.g. furniture, equipment; as well as consumable supplies for the office in line with current Options procurement policies.  Contribute to implementation of best management practices for asset management and procurement procedures including maintenance of the fixed asset register.  The setting up, oversight and management of general maintenance and service contracts in the office e.g. cleaners, security, etc.  Work with the Options’ Kenya finance team to coordinate HR issues e.g. CICF team member leave / sickness/ contract processes/ local induction schedules.  Oversee financial management and reporting of the office, including submission of timely financial reports to Options.  Timely cash transfer requests from London with appropriate forecasts.  When necessary, provide ad hoc support to the MANI programme under the guidance of the MANI finance team.  Co-ordinate the reception, post and telephone services for the small office Support to CICF technical team:  Ensure systems and processes are in place for effective quality assurance of the programme (management / financial monitoring and reporting).  Support the organisation of meetings, take note of the outcomes and communicate these to relevant stakeholders  Ensure robust administration systems are established and maintained for the office.  Arrange for necessary permits, visas and travel for staff and (national and international) consultants  To arrange travel logistics for the project, organising flights and hotels for consultants and project staff where necessary.  Organise all aspects of events such as project workshops, including any room hire, accommodation, travel, per diem and lunches required.  Troubleshoot key operational issue with guidance from programme management team in London  Efficient processing of expenses and invoices  Formatting and editing of reports.  Any other duties which may be delegated by the Technical Fund Manager which is commensurate with the nature and level of the post.

Note: this job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the job holder.


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Person specification Criteria

Essential

Qualifications 

Bachelor of Business Management (or a diploma with increased experience, see below)

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Knowledge, skills and experience         

Minimum of 2 years of experience in a similar role (or a diploma in Business Administration and 4 years of experience) Demonstrated strong administrative skills Experience in procurement according to best practice guidelines High level IT proficiency in Microsoft Office applications especially with advanced Excel skills. Self-starter, who can work independently and as part of a team Effective inter-personal skills Excellent written and oral communication skills Previous experience with international donors such as the UK Department for International Development (DfID) Fluency in English and Swahili

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Attributes 

Commitment to reducing maternal and newborn mortality in Kenya and promoting equity

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Other requirements 

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Commitment to equal opportunities


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Desirable