Job Description
JOB TITLE: Programme Administrative & Liaison Officer (2 positions)
REPORTS TO: Corporate Services Manager
REPORTING TO POSTHOLDER: Office Assistants, Drivers
LOCATION: Kisumu & Kilifi
DURATION & HOURS: Full–time & fixed term, renewable based on performance and
availability of funds.
PURPOSE OF THE ROLE
The Agribusiness officer will support entrepreneurship activities in the Empowering Youth
in Sustainable Aquaculture Markets and Jobs creation program implemented by Farm
Africa in partnership with Mastercard Foundation. The programme aims to tap the potential
offered by the aquaculture sector for entrepreneurship and employment, building
knowledge and capacity so that young people, especially women and youth, are attracted
by the opportunities and growth potential offered by working in the aquaculture and
mariculture sectors. The Programme covers Kakamega, Kisumu, Homa Bay, Busia, Siaya,
and Kilifi Counties.
The Programme Administrative & Liaison Officer will be responsible in supporting the
programme by maintaining office systems, ensuring programme support and effectiveness by
providing hands-on implementation of the programme.
KEY TASKS AND RESPONSIBILITIES
Key areas of Responsibility are:
Plan and manage support functions at the field office
Coordinate logistical arrangements for country office including staff travels e.g.
workshop venue, flight bookings, accommodation, taxis, travel permits & visas
Receive visitors, answer telephone calls and transfer to the appropriate staff members
Manne the reception by ensuring the front office, work stations, common areas etc are
maintained, kept clean and tidy;
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 Procurement Coordinator & follow up all procurements of the project to
be made at country office level or need to get approval from Country Office
Support the Programme Manager/Deputy and/or Technical Leads at Field offices in
preparing procurement plans regularly
Verification and Tagging of assets in the field office
Logistics
Handle all field offices logistic service including movements of people and program
supplies, and reports to the Country Office.
Coordinating office administrative errands
Support in planning and executing regular emerging office events and booking in
good time
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
Country Office Procurement Coordinator
Manage accident reports and provided expedited support as needed.
Management of staff and visitors’ movement plans not limited to booking of
accommodation and transport
Ensure assets management in a proper level, facilitate periodic inventory-taking and
reporting to Country Office Procurement Coordinator.
Human resource
Assist CSM and HR & Administration Officer by following up on employment contracts
(for those temporary staff at Field Office), and personnel files, and other HR
records/activities
Ensure all field staff leave management is tracked and recorded
Administration
Ensure a clean and conducive staff working environment
Processing monthly payments for various utilities and bills
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 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.
PERSON SPECIFICATION
Essential Desirable
Education, qualifications & other knowledge
Bachelor’s degree in business
administration or other relevant field
Proficiency with MS Word, Excel and other
accounting packages
At least 3 years’ experience supporting
similar roles Proficiency in MS PowerPoint
Experience
Experience in customer care Previous NGO work experience
Administration
Skills & abilities
Excellent in planning and execution skills Excellent in presentation and
communication skills
Ability to multi-task and work under
pressure
Highly organized and attentive to details
Fluent in written and spoken English and
Kiswahili
Exceptionally honest and full of integrity
Our Values
Investing in smallholder farming is the number one way to combat poverty in rural Africa.
Farm Africa is a leading NGO specialising 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.