Main Purpose of the Job:
The Programmes/Data Administrator will provide administrative, data and support services to specific projects and programmes as required.
KEY RESPONSIBILITIES:
Project Administration:
• Organize and maintain filing systems.
• Assist with proposal and report research, including compiling reports and documentation.
• Design and assist with PowerPoint presentations; formatting and editing documents.
• Compiling, managing, and distribution of publications and reports.
• Organize meetings, workshops/seminars/conferences as well as site visits for donors, stakeholders, and staff.
• Preparing agendas, meeting logistics, recording and compiling minutes.
• Assisting with the receptionist and general office duties from time to time.
• Document management
• Create soft and/or hard copy files which contain all payments, attendance registers and other relevant information, in the Seriti office
• Ensure that all project--specific communication (memos, letters, minutes, etc.) is accordingly and appropriately filed
Employment Programmes - Administrative Support:
• Ensure all new applicants are captured on the management information system with correct and complete personal details
• Receive new participants’ template that has been signed off by Implementing Partners ahead of any approvals being processed
• Prepare registration documents for all new participants
• File registration documents, identity documents and bank statements
• Ensure that there is an explanatory/approval letter received from the responsible Implementing Agent for all participants being changed to a different wage rate
- Work with Implementing Partners to update the attendance registers and circulate them a week before work commences each month
• Identify problems and queries and liaise with Implementing Partners/Site Administrators/Team Leaders to resolve them
• Induction of new Site Administrators and ongoing mentoring
• Support Implementing Partners/Site Administrators/Team Leaders and ensure correct and complete monthly data is captured on the MIS
• Receive data per agreed timelines monthly
• Provide summary worker information for each month to the Technical and/or Programme Manager.
Verification of Payment Data and Tracking of Payments:
• Review data and attendance registers. Identify data errors and check for missing information
• Review activities captured (Output Report) and ensure that this is approved by the respective Implementing Partners/Site Administrators/Team Leaders before submission of data for authorization
• Prepare a summary of findings (verification report) to show changes made to data or areas of non-adherence to set procedures by the Implementing Partners/Site Administrators/Team Leaders
• Refer data errors back to the Site Administrators
• Submit finalised data and attendance registers to finance within set timeframes
• Work with the Site Administrators to address all non-payment issues (rejections, etc.) monthly
Supply Chain Support:
• Ensure adherence to the Supply Chain policies;
• Send request for proposals (RFQs) to potential suppliers;
• Source quotations in line with Seriti’s procurement requirements;
• Analyze quotations received and verify compliance with Supply Chain Management (SCM) policy;
• Ensure compliance with Seriti policies and procedures;
• Assist the Manager in the preparations for the awarding of tenders and bids;
• Ensure procurement is handled in a fair and transparent manner
• Identify and alert management to risks within the Supply Chain environment;
• Ensure compliance and zero tolerance for bribery and corruption.
• Following the vetting process, inform compliant suppliers of their registration onto the supplier database;
• Verify documents received against service provider checklist;
• Input and maintain an up-to-date supplier database
• Maintain and update a blacklisted suppliers database
Asset Management Support:
• Receive and check updated asset registers from the Implementing Partners monthly; follow up on outstanding submissions and respond to queries;
• Print the asset and inventory registers by the 5th of each month;
• Receive and check inventory reports quarterly;
• Work closely with the Finance and Supply Chain Officer on the asset and inventory registers.
Competencies Required:
• Discretion and an understanding of confidentiality issues.
• Excellent interpersonal and communication skills (written and verbal).
• Ability to work in multiple teams across the organisation and with various stakeholders.
- Attention to detail, ability to work under pressure and to manage tight deadlines; flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines.
• High level of integrity, good organisational and time management skills.
• Drive a culture of compliance and zero tolerance for bribery and corruption.
• Proficiency in MS Office Outlook, Word, Excel, PowerPoint.
• Proficiency in Adobe Suite, Ps, Ai for PDF publication.
• Ability to ‘translate’ brand and organisational activities into content for social media.
Qualifications:
• Diploma in Programme Management, Data Management.
• A minimum of 2-years experience.
• Excellent command of the English language both written and verbal. Must have some understanding of local languages.
