Job descriptions & requirements

Job title:

Project Administrative Officer

Line Manager:

Project Manager

Functional Link:

Admin & finance Coordinator/Logistics Manager/Human Resources Manager

Supervises

Line management (direct):

The Drivers

Workplace

Dadaab

Overarching responsibilities “Main goals”

Under the supervision of the Project Manager with support from Logistics, HR and Finance heads, the project administrative officer will be responsible for finance, administration/Logistics, human resources for Tdh intervention in Dadaab in collaboration with the Project staff. The incumbent will conduct his or her duties in respect of the Charter of Terre des hommes and the Tdh Child Safeguarding Policy. He or she assures the moral protection of the name of Terre des hommes and upholds in all circumstances the interests of the organization. Tdh intervenes without any affiliation to politics, religion, or financial profit. The incumbent will direct his or her activities and engagements without preoccupation of political, racial, or religious affiliation.

Specific Responsibilities/Context of “tasks”

More specifically he/she has the following responsibilities:

Line Management

• Report to Project Manager to follow up daily activities related to Logistics, Administration, Human resources and any other delegated tasks in line of duty.

Accountancy and Financial Management

• Daily update of the accountancy system according to the project activities and payments
• Verify that all the receipts/invoices are correctly filled, and they are eligible for Tdh accountancy (indicating date, details of the supplier, clearly written in the amount with the stamp PAID).
• Archive all the relevant administrative and accountancy documentation in the proper way and according to Tdh procedures and send the original monthly to Nairobi keeping copies for own reference.
• Provide support in budget preparation by supplying accurate, field‑based expenditure data to inform realistic and evidence‑driven budgeting
• Support Project Managers in reviewing monthly BFUs and updating projected remaining expenses to ensure timely, accurate, and compliant financial planning.
• Collaborate in the preparation of documents for financial/annual audits.
• Collaboration in the preparation of donor reports

Cash management

• Manage the cash box of the office, under the supervision of the Finance coordinator and Senior project officer.
• Do monthly cash inventory and bank reconciliation and send to the Finance & Admin Coordinator

HR management

• With the support of the head of base and coordination office, assist with CPV and casual works contractual management, including preparing, updating, and maintaining agreements and related documentation
• Support the CPV recruitment process by coordinating job postings, screening applications, scheduling interviews, and maintaining candidate records.
• Manage and verify timesheets, ensuring accuracy and timely submission to the coordination office on a monthly basis.
• Track and update employee and CPV leave records, ensuring compliance with organizational policies.
• Manage CPV files, ensuring that all documentation is complete, accurate, and properly maintained.
• Collect, review, compile, and share complete HR documentation with the coordination office on a monthly basis.
• Maintain comprehensive and organized HR records, ensuring confidentiality and adherence to HR and organizational procedures.
• Coordinate employee onboarding and exit processes in line with established HR protocols, ensuring smooth transitions for new hires and departing staff.

Assets Management

• In liaison with field Logistics manager and Supply Chain officer leads in gathering all information related to procured assets for asset register update.
• Ensures all assets are always appropriately tagged in line with TDH Asset management policy.
• Ensures assets inventory control/check is done periodically through physical count as per RI policy.
• Liaises with asset users to ensure assigned assets in good condition and utilization all the time
• Conducts and ensures quarterly spot checks and annual physical verification of assets is done timely in accordance with TDH policy.

Fleet Management

• Leads the day-to-day activities of the fleet management at field level ensuring movement plans are executed timely in accordance with program’s needs.
• Supports the logistics Manager to ensure a well-functioning fleet system with sound fuel control mechanisms
• Ensure that accurate fleet reports (Vehicle performance and Generator performance) is submitted timely through the logistics officer.

Travel Management.

• Supports in accommodation arrangements for staff both local and international in accordance with TDH policies at field level.
• Coordinates with supply chain officer for timely flights bookings both for cargo and passengers including dropping and pickup of cargo.

Stock Management

• In liaison with Supply Chain Officer, supports in receiving goods by ensuring conformity, proper storage and that all proper documentation is handled and managed in a professional way.
• Supports in Maintaining accurate record through proper filing of all the stocks and related documents.
• Supports in stock balances reconciliations through weekly, monthly, and quarterly and an updated stock reports is circulated to all the programs lead persons and Logistics Manager.
• Plan and conduct inventory control/check periodically through physical count as per Tdh policy.

Accommodation Management

• Oversee the overall management of staff accommodation, ensuring that all rooms and common areas are maintained in a safe, functional, and habitable condition.
• Ensure timely maintenance and repair of facilities, including plumbing, electrical systems, lighting, fans, AC units, and general infrastructure.
• Supervise and coordinate the work of cleaners, ensuring high standards of cleanliness and hygiene are consistently maintained.
• Conduct regular inspections of accommodation facilities to identify and address maintenance or safety issues promptly.
• Ensure availability and proper functioning of essential utilities and services within the accommodation.
• Maintain an updated accommodation tracker, including room allocation, occupancy status, and related records.
• Manage and monitor rental agreements and payment tracking for accommodation, ensuring timely processing and proper documentation.
• Act as the focal point for staff accommodation needs and concerns, ensuring issues are addressed efficiently and in a timely manner.

Reporting

• Provide weekly admin, HR & finance report to the Finance & Admin Coordinator.

Coordination

• Ensure and facilitate communication and information sharing within the team and the department and contribute to the team's responsibilities.
• Work in close collaboration with other departments.

Security

• Comply with Tdh Security Regulations

• Report to Project Manager to follow up daily activities related to Logistics, Administration, Human resources and any other delegated tasks in line of duty.
• Daily update of the accountancy system according to the project activities and payments
• Verify that all the receipts/invoices are correctly filled, and they are eligible for Tdh accountancy (indicating date, details of the supplier, clearly written in the amount with the stamp PAID).
• Archive all the relevant administrative and accountancy documentation in the proper way and according to Tdh procedures and send the original monthly to Nairobi keeping copies for own reference.
• Provide support in budget preparation by supplying accurate, field‑based expenditure data to inform realistic and evidence‑driven budgeting
• Support Project Managers in reviewing monthly BFUs and updating projected remaining expenses to ensure timely, accurate, and compliant financial planning.
• Collaborate in the preparation of documents for financial/annual audits.
• Collaboration in the preparation of donor reports
• Manage the cash box of the office, under the supervision of the Finance coordinator and Senior project officer.
• Do monthly cash inventory and bank reconciliation and send to the Finance & Admin Coordinator
• With the support of the head of base and coordination office, assist with CPV and casual works contractual management, including preparing, updating, and maintaining agreements and related documentation
• Support the CPV recruitment process by coordinating job postings, screening applications, scheduling interviews, and maintaining candidate records.
• Manage and verify timesheets, ensuring accuracy and timely submission to the coordination office on a monthly basis.
• Track and update employee and CPV leave records, ensuring compliance with organizational policies.
• Manage CPV files, ensuring that all documentation is complete, accurate, and properly maintained.
• Collect, review, compile, and share complete HR documentation with the coordination office on a monthly basis.
• Maintain comprehensive and organized HR records, ensuring confidentiality and adherence to HR and organizational procedures.
• Coordinate employee onboarding and exit processes in line with established HR protocols, ensuring smooth transitions for new hires and departing staff.
• In liaison with field Logistics manager and Supply Chain officer leads in gathering all information related to procured assets for asset register update.
• Ensures all assets are always appropriately tagged in line with TDH Asset management policy.
• Ensures assets inventory control/check is done periodically through physical count as per RI policy.
• Liaises with asset users to ensure assigned assets in good condition and utilization all the time
• Conducts and ensures quarterly spot checks and annual physical verification of assets is done timely in accordance with TDH policy.
• Leads the day-to-day activities of the fleet management at field level ensuring movement plans are executed timely in accordance with program’s needs.
• Supports the logistics Manager to ensure a well-functioning fleet system with sound fuel control mechanisms
• Ensure that accurate fleet reports (Vehicle performance and Generator performance) is submitted timely through the logistics officer.
• Supports in accommodation arrangements for staff both local and international in accordance with TDH policies at field level.
• Coordinates with supply chain officer for timely flights bookings both for cargo and passengers including dropping and pickup of cargo.
• In liaison with Supply Chain Officer, supports in receiving goods by ensuring conformity, proper storage and that all proper documentation is handled and managed in a professional way.
• Supports in Maintaining accurate record through proper filing of all the stocks and related documents.
• Supports in stock balances reconciliations through weekly, monthly, and quarterly and an updated stock reports is circulated to all the programs lead persons and Logistics Manager.
• Plan and conduct inventory control/check periodically through physical count as per Tdh policy.
• Oversee the overall management of staff accommodation, ensuring that all rooms and common areas are maintained in a safe, functional, and habitable condition.
• Ensure timely maintenance and repair of facilities, including plumbing, electrical systems, lighting, fans, AC units, and general infrastructure.
• Supervise and coordinate the work of cleaners, ensuring high standards of cleanliness and hygiene are consistently maintained.
• Conduct regular inspections of accommodation facilities to identify and address maintenance or safety issues promptly.
• Ensure availability and proper functioning of essential utilities and services within the accommodation.
• Maintain an updated accommodation tracker, including room allocation, occupancy status, and related records.
• Manage and monitor rental agreements and payment tracking for accommodation, ensuring timely processing and proper documentation.
• Act as the focal point for staff accommodation needs and concerns, ensuring issues are addressed efficiently and in a timely manner.
• Provide weekly admin, HR & finance report to the Finance & Admin Coordinator.
• Ensure and facilitate communication and information sharing within the team and the department and contribute to the team's responsibilities.
• Work in close collaboration with other departments.
• Comply with Tdh Security Regulations