Project Admin Officer (2)- FSD

Job Description

JOB TITLE: Project Admin Officer (2)- FSD

REPORTS TO: FSD Program Field Coordinator at Negelle/ Deputy Coordinator at Bale Robe

REPORTING TO POSTHOLDER: Office Assistants, Drivers 

LOCATION Field Offices (Bale Robe and Negelle Borana)

DURATION & HOURS: up to 31 December 2025 with 60 work days probationary period

The Admin Officer position is part of Corporate Services at field offices directly reporting to Project Coordinator and has matrix reporting relation with HCS. The admin officer will ensure smooth running of the project office support functions through management of office facilities, procurement, logistics, stores, HR and cash disbursement-related activities. The Officer will administer and manage resources including personnel according to the project proposal and annual budget. 

Key areas of Responsibility are:

• Plan and manage support functions at the field office 
• Work closely with the Field Office Project Coordinator and Country Office Corporate Services Team
• Support implementation of Farm Africa’s field staff handbook, procurement, logistics, and IT policies/manuals   

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 CO-Procurement Manager & follow up all procurements of the project   to be made at CO level or need to get approval from CO
• Support the PC/Team Leader at FO in preparing procurement plans regularly

Logistics 

• Handle FO logistic service including movements of people and program supplies, and reports to the CO Logistic Manager
• 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 CO Logistics Manager
• Manage accident reports and provided expedited support as needed.
• Management of staff and visitors’ movement plans.
• Ensure assets management in a proper level, facilitate periodic inventory-taking and reporting to CO Logistics manager.  

Human resource   

• Assist in staff recruitment, development, and disciplinary issues
• Assist HRM by following up on employment contracts (for those staff at FO), and personnel files, leave management, and other HR records/activities
• Ensure all field staff getting HR services including pension, insurance, and other requested supports    

Administration

• Ensure a clean and conducive staff working environment  
• 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.

Job Requirement

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.