ADMINISTRATION OFFICER At Fairtrade Africa

ABOUT US

Established in 2005, Fairtrade Africa (FTA) is a member of Fairtrade International and the umbrella network organization representing Fairtrade-certified Producer Organizations in Africa and the Middle East. It has four (4) regional networks – Eastern & Central Africa; Southern Africa; West Africa; and the Middle East & North Africa. FTA currently represents 1,354,294 farmers and workers in 660 producer organizations spread across 28 countries in Africa and the Middle East by providing services to them that contribute to the improvement of their livelihoods.

ABOUT THE ROLE

FTA is looking to hire a Côte d’Ivoire (CDI) based Administration Officer for the Livelihoods Ecosystem Advancement Programme. The Livelihoods Ecosystem Advancement Programme (LEAP), aims to address the root causes of market failures which keep Ivorian cocoa farmers in poverty traps. The programme will deliver tailored interventions across three key areas: cooperative strengthening; access to finance; and income diversification. By the end of the programme, it is anticipated that over 5,200 Ivorian cocoa farmers will benefit from increased incomes. The programme will also test and seek to understand which interventions and/or a combination of interventions drive farmers closer to reaching a living income in CDI.

The Administrative Officer position will manage administrative and logistics activities in the LEAP programme office in Yamoussoukro. The Administrative Officer will see to the daily business operations of the office, coordinate logistics and support administrative functions for the project. He/she will be expected to coordinate closely with the Finance and Procurement Manager for any other administrative support required for the project.

KEY DUTIES AND RESPONSIBILITIES

Administration and Office Support

• Maintain an up-to-date office asset register and coordinate office equipment maintenance and repairs to ensure equipment is in good working conditions
• Manage the security of the office premises and property therein and the motor pool.
• Work with the IT support staff to ensure the efficient operation of the local area network.
• Ensuring timely payment of utility bills (water, electricity, internet,)
• Coordinate the inspection and receipt of goods. Ensure that project staff needs for office equipment, supplies, and furniture are met.

Travel and Logistics

• Arrange all travels (national, regional and international), transfers and accommodation bookings for LEAP staff, consultants, Fairtrade members, partners, donors and other stakeholders and assist during their stay.
• Coordinate the use of LEAP project vehicles and driver needs and requirements
• In liaison with the programming team organize and arrange producer visits for the LEAP team and other visitors.
• Support the region with procurement of goods and services (Air Ticket, Hotels, Training materials, venue hire for events etc)
• Ensure availability of meeting rooms, external venues, equipment, materials and catering arrangements for LEAP and partner meetings as required.

Human Resources Support

• Support the Finance and Procurement Manager in field recruitment exercises by organizing interviews, interview folders, and sending out regret letters for consultants and partners
• Liaise with the HR and Administration Manager and the Head of Region to ensure timely renewal processes for contracts.
• Coordinate the on-boarding of incoming local staff and prepare their induction programmes
• Monitor, track and update the leave database in coordination with line the Programme Manager
• Update and ensure staff contractual, medicand al, all other insurances records are up to date.
• Create and maintain employee files and ensure that all records are up to-date.

KNOWLEDGE, EXPERIENCE AND SKILLS

Qualifications

• Bachelor’s Degree in Business Administration or related field

Experience and Knowledge

• At least 3 years experience in a similar position in administration, logistics or a related operations role
• Previous experience working on donor projects or with NGOs is highly desirable

Skills

• Excellent numeracy skills and attention to detail
• Good command of spoken and written English and French
• Good MS Office skills particularly MS Excel
• Excellent oral and written communication
• Data entry and records maintenance skills
• Strong training, communications, and personnel management skills.
• Excellent written and oral communication skills
• Excellent organizational skills
• Good customer services skill