JOB SUMMARY:

The Administrative Officer will provide administrative and operational support across human resources, finance, budgeting, reporting, and office administration functions. The role involves coordinating HR processes, supporting budget implementation and monitoring, facilitating staff development initiatives, and ensuring efficient administrative operations in accordance with organizational policies and procedures.

KEY RESPONSIBILITIES

Human Resources Administration

• Coordinate HR administrative activities including:
  • Recruitment
  • Placement
  • Promotion
  • Performance appraisal
  • Classification reviews
  • Staff separation
  • Training
• Ensure all HR activities comply with organizational rules, regulations, and procedures.
• Advise staff and managers on:
  • Conditions of service
  • Duties and responsibilities
  • Employee entitlements
  • HR policies and regulations
• Interpret and apply HR policies, procedures, and regulations.
• Assess staff training needs and coordinate staff development programs.
• Support implementation of HR-related policies and training initiatives, including code of conduct programs.
• Supervise Human Resources Assistants responsible for:
  • Staffing tables
  • Employment contracts
  • HR administrative transactions

Programme and Budget Management

• Lead preparation and implementation of work programs.
• Ensure financial resources are utilized according to approved budgets and allotments.
• Monitor and review program implementation against approved plans.
• Conduct regular and special reviews of work programs and budgets.
• Coordinate preparation and production of program reports.
• Define reporting requirements and collaborate with systems teams to improve budget reporting systems.
• Promote cost-effective utilization of organizational resources.

Data Management and Reporting

• Collect and analyze data for planning and decision-making.
• Identify trends and generate insights from data.
• Prepare reports and presentations based on data analysis.
• Support data-driven planning and organizational reporting.

General Administration

• Provide administrative support for:
  • Reports
  • Funding applications
  • Organizational documents
• Manage incoming calls and emails.
• Provide customer service and stakeholder support.
• Liaise with suppliers and service providers.
• Procure and manage office supplies.
• Assist with invoicing and budget tracking.
• Perform other related duties as assigned.

QUALIFICATIONS

Required Education:

• Bachelor's Degree in any of the following fields:
  • Business Administration
  • Public Administration
  • Finance
  • Agriculture
  • Law
  • Accounting
  • Related field

Additional Advantage:

• A first-level university degree combined with two (2) additional years of relevant experience may be considered an advantage.

WORK EXPERIENCE

Required:

• Minimum two (2) years of progressively responsible experience in:
  • Administration
  • Budgeting and Finance
  • Accounting
  • Human Resources Management

Additional Requirements:

• Experience implementing administrative policies, frameworks, and standard operating procedures.
• Experience supporting process improvement and change management initiatives.
• Experience working in:
  • International organizations
  • Non-governmental organizations (NGOs)
  • Similar institutions
• Experience collecting and analyzing data for:
  • Planning
  • Decision-making
  • Reporting
  • Presentations

SKILLS & COMPETENCIES

• Human Resources Administration
• Budget and Financial Management
• Data Analysis and Reporting
• Administrative Coordination
• Policy Interpretation and Implementation
• Staff Training and Development
• Communication and Interpersonal Skills
• Organizational and Time Management Skills
• Process Improvement and Change Management
• Report Writing

• Coordinate HR administrative activities including:
  • Recruitment
  • Placement
  • Promotion
  • Performance appraisal
  • Classification reviews
  • Staff separation
  • Training
• Ensure all HR activities comply with organizational rules, regulations, and procedures.
• Advise staff and managers on:
  • Conditions of service
  • Duties and responsibilities
  • Employee entitlements
  • HR policies and regulations
• Interpret and apply HR policies, procedures, and regulations.
• Assess staff training needs and coordinate staff development programs.
• Support implementation of HR-related policies and training initiatives, including code of conduct programs.
• Supervise Human Resources Assistants responsible for:
  • Staffing tables
  • Employment contracts
  • HR administrative transactions
• Lead preparation and implementation of work programs.
• Ensure financial resources are utilized according to approved budgets and allotments.
• Monitor and review program implementation against approved plans.
• Conduct regular and special reviews of work programs and budgets.
• Coordinate preparation and production of program reports.
• Define reporting requirements and collaborate with systems teams to improve budget reporting systems.
• Promote cost-effective utilization of organizational resources.
• Collect and analyze data for planning and decision-making.
• Identify trends and generate insights from data.
• Prepare reports and presentations based on data analysis.
• Support data-driven planning and organizational reporting.
• Provide administrative support for:
  • Reports
  • Funding applications
  • Organizational documents
• Manage incoming calls and emails.
• Provide customer service and stakeholder support.
• Liaise with suppliers and service providers.
• Procure and manage office supplies.
• Assist with invoicing and budget tracking.
• Perform other related duties as assigned.

• Human Resources Administration
• Budget and Financial Management
• Data Analysis and Reporting
• Administrative Coordination
• Policy Interpretation and Implementation
• Staff Training and Development
• Communication and Interpersonal Skills
• Organizational and Time Management Skills
• Process Improvement and Change Management
• Report Writing

• Bachelor's Degree in any of the following fields:
  • Business Administration
  • Public Administration
  • Finance
  • Agriculture
  • Law
  • Accounting
  • Related field
• A first-level university degree combined with two (2) additional years of relevant experience may be considered an advantage.