Administrator

Responsibilities

• Administrative and Field Team Support
• Provide day-to-day administrative support to regional field teams and project management staff.
• Coordinate travel arrangements, approvals, itineraries, and supporting documentation for field activities.
• Support meeting logistics, correspondence, filing, and record management.
• Serve as a primary point of coordination between field teams and technical, operations, and logistics staff.
• Logistics and Operational Coordination
• Support logistics planning and coordination for trainings, supervision visits, outreach activities, and meetings.
• Assist with tracking and follow-up of operational and logistical requests from field teams.
• Ensure field teams receive timely logistical support aligned with approved activity plans.
• Procurement, Stores, and Asset Support
• Support procurement processes by preparing requisitions, tracking requests, and following up with procurement and finance units.
• Assist with management of project assets, stores, and inventories, including updating tracking tools and maintaining documentation.
• Support periodic inventory counts, reconciliation, and reporting.
• Fleet and Transport Support
• Support fleet operations, including vehicle scheduling, logbooks, fuel tracking, and maintenance coordination.
• Ensure vehicle documentation and records are complete and properly filed.
• Documentation, Systems, and Reporting
• Maintain organized electronic and physical filing systems, including SharePoint and other approved platforms.
• Support preparation of routine administrative and logistics summaries and reports.
• Ensure documentation related to field activities, logistics, and operations is accurate, complete, and up to date.
• Compliance, Quality, and Accountability
• Support adherence to Jhpiego policies, Department of State regulations, and internal procedures related to administration and logistics.
• Promote consistency, quality, and accountability in administrative and operational processes.
• Flag administrative or operational challenges and risks for follow-up by the Senior Program Officer.

Requirements

• High attention to detail and ability to manage multiple tasks simultaneously.
• Fluency in English and Kiswahili required.
• Ability to undertake regular travel within the assigned region and provide periodic support to other project-supported areas, as required.

Qualifications

• Diploma or degree in Public Administration, Business Administration, Logistics, Operations Management, or a related field, degree preferred.
• At least 4-5 years of relevant experience providing administrative, logistics, or operational support to donor-funded programs.
• Experience supporting procurement, logistics coordination, office operations, and field-based teams.
• Experience supporting fleet management, asset tracking, and inventory systems.
• Familiarity with U.S. Government–funded project administrative and compliance requirements is an advantage.

Skills