Field Office Admin Officer -Bale Robe, Oromia, Ethiopia

JOB TITLE: Field Office Admin Officer

REPORTS TO: Report to Program Manager

Project: FSD- Forest for Sustainable Development Programme.

REPORTING TO POSTHOLDER: Office Assistants, Drivers, 

LOCATION: … Bale Robe Field Office

DURATION & HOURS: Three years with a probation period of 90 days with a probability of extension based on availably of funds

The Field Office Admin Officer position is part of a Corporate Services at field offices directly reporting to the Programme Manager based in Addis Ababa and has matrix reporting relation with HCS. The logistic and admin officer will ensure the smooth running of the project office support functions through the management of office facilities, procurement, logistics, stores, HR and cash disbursement-related activities. The Officer will administer and manage resources including personnel according to the project proposal and annual budget.

Key areas of Responsibility are:

·         Plan and manage support functions at the field office

·         Work closely with the Field Office Deputy Project Coordinator, partner (SOS Sahel Ethiopia) and Country Office Corporate Services Team

·         Support implementation of Farm Africa’s field staff handbook, procurement, logistics, and IT policies/manuals

Procurement  

·         Responsible for facilitating & handling all procurements of the field office

·         Ensure the timely procurement and distribution of items to the required location

·         Compile all relevant procurement documents for payment processing and maintaining an auditable file

·         Ensure all procurement governance requirements are in place including procurement committee formation

·         Liaison with CO-Procurement Manager & follow up on all procurements of the project   to be made at the CO level or need to get approval from CO

·         Support the PC/Team Leader at FO in preparing procurement plans regularly

Logistics 

·         Handle FO logistic service including movements of people and program supplies and report to the CO Logistic Manager

·         Ensure vehicle insurance and annual inspection are intact and registered timely

·         Ensure timely and appropriate maintenance of vehicles and motorcycles

·         Monitor fleet costs and safety requirements continuously and send periodic reports to CO Logistics Manager

·         Manage accident reports and provided expedited support as needed.

·         Management of staff and visitors’ movement plans.

·         Ensure assets management at a proper level, facilitate periodic inventory-taking, and report to the CO Logistics manager.

Human resource   

·         Assist in staff recruitment, development, and disciplinary issues

·         Assist HRM by following up on employment contracts (for those staff at FO), personnel files, leave management, and other HR records/activities

·         Ensure all field staff getting HR services including pension, insurance, and other requested supports

 Administration

·         Ensure a clean and conducive staff working environment

·         Manage the operations of the project compound by liaising with the Leaser

·         Ensure IT supports are in place and proper including computer provision, MS Outlook, MS Teams, storage, and required office equipment

·         Responsible for all field office correspondences and filing them properly

·         Ensure FO operations of telephone, electricity, and water as well as bill management

·         Manage the petty cash or disbursement activities as needed

·         Perform all other duties as requested by the Line Manager

These essential functions are not to be interpreted as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. All work responsibilities are subject to having performance goals and/or targets established.

Our Values

Investing in smallholder farming is the number one way to combat poverty in rural Africa. Farm Africa is a leading NGO specializing in growing agriculture, protecting the environment and developing businesses in rural Africa.

EXPERT: Expertise and insightful evidence-based solutions are at the heart of everything Farm Africa does.

GROUNDED: Our teams and partners work closely with local communities, engaging them in every level of decision-making.

IMPACTFUL: We deliver long-lasting change for farmers, their families, and the environments they live in.

BOLD: We model innovative approaches and are not afraid to challenge strategies that are failing.