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Purpose
The Admin & Finance Officer is responsible for supporting the implementation of administrative, financial, procurement, logistics, HR coordination, and operational support functions across KP operations.
The role ensures timely coordination, documentation, record management, operational follow-up, and compliance with organisational policies, donor requirements, and established procedures. The position serves as a key coordination point between field offices, the Regional Office, and relevant Head Office units to facilitate effective operational support for programme implementation.
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Key Responsibilities
Administration & Facility Management
- Support day-to-day administrative operations of the Regional Office and field locations.
- Ensure proper office management, facility maintenance, utilities management, office supplies, and operational support services.
- Coordinate travel arrangements, accommodation, transport requirements, workshops, trainings, meetings, and other operational events.
- Maintain administrative records, correspondence, operational files, and office documentation.
- Support implementation of administrative procedures, office systems, and operational controls.
- Monitor service contracts, office leases, maintenance requirements, and vendor service agreements, where applicable.
Financial Coordination & Budget Support
- Support implementation of financial procedures in accordance with organisational policies and donor requirements.
- Process advances, settlements, payment requests, supporting documentation, and financial records for review and submission to relevant Finance Units.
- Assist in budget monitoring, expenditure tracking, and financial follow-up for KP operations.
- Maintain petty cash records and supporting financial documentation in accordance with established procedures.
- Review supporting documents to ensure completeness, accuracy, and compliance prior to submission.
- Support preparation for financial reviews, audits, spot checks, and verification exercises.
Procurement, Logistics & Asset Management
- Support procurement processes including requisitions, quotations, bid documentation, vendor communication, procurement tracking, and procurement follow-up.
- Coordinate with suppliers, vendors, service providers, and contractors regarding procurement and operational requirements.
- Maintain procurement files and supporting documentation in accordance with organisational procedures.
- Support inventory management, stock control, asset tracking, and logistics coordination across KP operations.
- Maintain asset registers, inventory records, stock records, and asset movement documentation.
- Support periodic physical verification of assets, inventory, equipment, and operational resources.
- Ensure proper documentation, tagging, tracking, and safeguarding of organisational assets.
HR Coordination & Staff Administration
- Support implementation of HR processes and coordination requirements across KP operations.
- Coordinate recruitment-related administrative processes including interview scheduling, documentation, communication, and recruitment support activities.
- Support onboarding, orientation, personnel documentation, contract administration, attendance monitoring, leave management, and employee record management.
- Maintain personnel files, attendance records, leave records, and other HR-related documentation in accordance with organisational requirements.
- Coordinate submission of HR documentation, staff records, and personnel information to the HR Unit at Head Office.
- Support staff separation, clearance, and handover processes, as required.
- Maintain confidentiality and security of personnel records and information.
Documentation, Reporting & Compliance
- Maintain proper administrative, financial, HR, procurement, logistics, and operational records.
- Prepare and compile operational reports, trackers, inventories, updates, and supporting documentation as required.
- Ensure proper filing, record management, document archiving, and retrieval systems.
- Maintain operational trackers and follow-up records related to finance, procurement, HR, logistics, and administration.
- Support compliance reviews, monitoring visits, audits, assessments, and verification exercises.
- Ensure all operational documentation is maintained in accordance with organisational and donor requirements.
Coordination & Operational Follow-Up
- Maintain regular coordination with Finance, Administration, Procurement, HR, and other relevant Head Office units.
- Follow up on approvals, procurement actions, financial matters, HR processes, operational requirements, and management directives.
- Coordinate with field offices and programme teams regarding operational support requirements.
- Support implementation of organisational procedures, operational priorities, and management decisions across KP operations.
- Escalate operational issues, delays, and compliance concerns through appropriate channels.
Safeguarding, Accountability & Professional Conduct
- Ensure compliance with organisational policies, procedures, financial controls, procurement guidelines, HR requirements, and operational standards.
- Support implementation of safeguarding, PSEAH, confidentiality, accountability, and Do No Harm principles.
- Maintain professionalism, integrity, impartiality, confidentiality, and accountability in all aspects of work.
- Ensure operational activities are implemented in accordance with organisational and donor compliance requirements.
Other Duties
- Perform any other duties assigned by the supervisor or relevant Head Office units.
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Qualifications & Experience
- Preferably Bachelor’s degree in Business Administration, Finance, Commerce, Accounting, Management, or a related field.
- Minimum 3–5 years of relevant experience in administration, finance, procurement, logistics, HR coordination, or operational support functions, preferably within NGO, humanitarian, or development settings.
- Strong understanding of administrative systems, financial documentation, procurement processes, logistics management, asset management, and HR coordination requirements.
- Experience supporting multi-location or field-based operations is preferred.
- Knowledge of donor compliance, documentation, and audit requirements is desirable.
- Strong organisational, coordination, reporting, communication, and problem-solving skills.
- Proficiency in MS Office applications, particularly Excel, Word, and Outlook.
- Ability to manage multiple priorities, maintain accuracy, and meet deadlines.
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