Summary of responsibilities:
Procurement and Vendor
Management
- Procurement
Coordination.
- Coordinate
procurement processes for Eastern and Southern Africa (ESA), ensuring
compliance with organizational policies and guidelines.
- Raise
ESA CAPEX requisitions and ensure timely follow-up with procurement
teams.
- Vendor
Management.
- Evaluate
vendor performance to ensure quality and cost-effectiveness.
- Upload
vendor performance reports for access by the team.
Germplasm Movement.
- Process
SMTAs (Standard Material Transfer Agreements) for germplasm movement,
ensuring adherence to legal and procedural requirements.
- Maintain
an updated database of germplasm movement records.
- Manage
the processing of KeMHPIS documents, oversee DHL shipments and logistics
clearance, and coordinate with procurement to ensure seamless execution.
Grants and Financial
Management
- Subgrant
Management.
- Draft
and upload subgrant agreements on SGM and ICERTIS platforms.
- Maintain
an updated Subgrants Tracker.
- Upload
partner documents for payments.
- Notify
partners of payments and track confirmation of receipt.
- Donations
Management.
- Coordinate
donations, ensuring proper documentation and alignment with applicable
project goals.
Asset Management.
- Maintain
the DCP ESA assets register, ensuring accurate records of storage,
maintenance,
and usage. - Coordinate
periodic audits to ensure accountability.
Knowledge Management
- On-line
information repositories.
- Lead
and manage the upload of critical project information on platforms such
as Teamwork and PMP.
- Support
the program Manager to develop and oversee a detailed calendar of critical
project milestones and necessary follow-ups.
Program and Team
Support
- Provide
clerical support to the ADCIN Steering Committee, including documentation,
meeting organization, and communication follow-ups.
- Maintain
an organized repository of ADCIN documentation for easy access.
- Support
DCP scientists:
- Raising
purchase requisitions (PRs).
- Organizing
internal team meetings.
- Processing
non-HSBC (credit card) expenses.
- Ensuring
timely documentation and follow-up on action points from meetings.
- Teamwork:
contribute to DCP’s Admin Team success by learning new tasks, rotating
responsibilities, covering for each other during leaves, etc.
Documentation and
Knowledge Management
- Post
and maintain breeding team, Subgrants, Procurement, ADCIN, Donations,
Assets, SMTAs, and other documentation on DCP Teams to ensure
accessibility and proper knowledge management.
- Implement
a structured folder system to enhance document retrieval efficiency.
Requirements:
- Associate’s
or Bachelor’s degree in Business Administration, Communications, or a
related field.
- At
least 3 years of experience as an administrative assistant or similar
role, preferably in an international or non-profit organization setting.
Personal attributes and
competencies
- Proficient
in MS Office Suite (Word, Excel, PowerPoint) and familiar with
administrative
management systems and cloud-based platforms. - Strong
organizational and time management skills with the ability to multitask.
- Strong
communication skills, both verbal and written, in English; Swahili is
desirable.
- High
level of discretion and confidentiality.
- Ability
to work effectively in a multicultural team environment and under tight
deadlines.
- Ability
to work independently and well within teams.
How To Apply
