Job Overview

The Administrator provides day-to-day field-level administrative, logistics, and operational support to the Project.

The Administrator plays a critical role in ensuring field teams are well organized, adequately supported, and able to implement activities efficiently. The position serves as a key connector between field teams and technical and operational support functions, including procurement coordination, logistics and fleet operations, inventory and stores management, office administration, and documentation.

The role contributes to maintaining organized systems, timely administrative processes, and well-documented records that enable effective field implementation and project management.

Key Responsibilities

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

Required Qualifications

• Diploma or degree in Public Administration, Business Administration, Logistics, Operations Management, or a related field. A degree is 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.
• Proficiency in Microsoft Office applications and electronic filing systems.
• Experience with logistics or inventory management systems, such as eLMIS, is an advantage.
• Strong organizational, coordination, and problem-solving skills.
• High attention to detail and ability to manage multiple tasks simultaneously.
• Fluency in English and Kiswahili.
• Ability to undertake regular travel within the assigned region and provide periodic support to other project-supported areas, as required.

Benefits

Jhpiego offers competitive salaries and a comprehensive employee benefits package

• 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.
• 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.
• 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.
• Support fleet operations, including vehicle scheduling, logbooks, fuel tracking, and maintenance coordination.
• Ensure vehicle documentation and records are complete and properly filed.
• 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.
• 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.

• Strong organizational, coordination, and problem-solving skills.
• High attention to detail and ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office applications and electronic filing systems.
• Fluency in English and Kiswahili.

• Diploma or degree in Public Administration, Business Administration, Logistics, Operations Management, or a related field. A degree is 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.
• Experience with logistics or inventory management systems, such as eLMIS, is an advantage.
• Ability to undertake regular travel within the assigned region and provide periodic support to other project-supported areas, as required.