Project Administrative Officer-Dadaab

Job title:

Project Administrative Officer

Line Manager:

Project Manager

Functional Link:

Admin & finance Coordinator/Logistics  Manager/Human Resources Manager

Supervises

Line management (direct): The Drivers

Workplace

Dadaab

Overarching responsibilities “Main goals”

Under the supervision of the Project Manager with support from Logistics, HR and Finance heads, the project administrative officer will be responsible for finance, administration/Logistics, human resources for Tdh intervention in Dadaab in collaboration with the Project staff. The incumbent will conduct his or her duties in respect of the Charter of Terre des hommes and the Tdh Child Safeguarding Policy. He or she assures the moral protection of the name of Terre des hommes and upholds in all circumstances the interests of the organization. Tdh intervenes without any affiliation to politics, religion, or financial profit. The incumbent will direct his or her activities and engagements without preoccupation of political, racial, or religious affiliation.

Specific Responsibilities/Context of “tasks”

More specifically he/she has the following responsibilities:

Line Management         

·       Report to Project Manager to follow up daily activities related to Logistics, Administration, Human resources and any other delegated tasks in line of duty.

Accountancy and Financial Management

·       Daily update of the accountancy system according to the project activities and payments

·       Verify that all the receipts/invoices are correctly filled, and they are eligible for Tdh accountancy (indicating date, details of the supplier, clearly written in the amount with the stamp PAID).

·       Archive all the relevant administrative and accountancy documentation in the proper way and according to Tdh procedures and send the original monthly to Nairobi keeping copies for own reference.

·       Provide support in budget preparation by supplying accurate, field‑based expenditure data to inform realistic and evidence‑driven budgeting

·       Support Project Managers in reviewing monthly BFUs and updating projected remaining expenses to ensure timely, accurate, and compliant financial planning.

·       Collaborate in the preparation of documents for financial/annual audits.

·       Collaboration in the preparation of donor reports

Cash management

·       Manage the cash box of the office, under the supervision of the Finance coordinator and Senior project officer.

·       Do monthly cash inventory and bank reconciliation and send to the Finance & Admin Coordinator

HR management

·       With the support of the head of base and coordination office, assist with CPV and casual works contractual management, including preparing, updating, and maintaining agreements and related documentation

·       Support the CPV recruitment process by coordinating job postings, screening applications, scheduling interviews, and maintaining candidate records.

·       Manage and verify timesheets, ensuring accuracy and timely submission to the coordination office on a monthly basis.

·       Track and update employee and CPV leave records, ensuring compliance with organizational policies.

·       Manage CPV files, ensuring that all documentation is complete, accurate, and properly maintained.

·       Collect, review, compile, and share complete HR documentation with the coordination office on a monthly basis.

·       Maintain comprehensive and organized HR records, ensuring confidentiality and adherence to HR and organizational procedures.

·       Coordinate employee onboarding and exit processes in line with established HR protocols, ensuring smooth transitions for new hires and departing staff.

Assets Management

·       In liaison with field Logistics manager and Supply Chain officer leads in gathering all information related to procured assets for asset register update.     

·       Ensures all assets are always appropriately tagged in line with TDH Asset management policy. 

·       Ensures assets inventory control/check is done periodically through physical count as per RI policy.

·       Liaises with asset users to ensure assigned assets in good condition and utilization all the time  

·       Conducts and ensures quarterly spot checks and annual physical verification of assets is done timely in accordance with TDH policy.

Fleet Management

·       Leads the day-to-day activities of the fleet management at field level ensuring movement plans are executed timely in accordance with program’s needs.

·       Supports the logistics Manager to ensure a well-functioning fleet system with sound fuel control mechanisms

·       Ensure that accurate fleet reports (Vehicle performance and Generator performance) is submitted timely through the logistics officer.

Travel Management.

·       Supports in accommodation arrangements for staff both local and international in accordance with TDH policies at field level.

·       Coordinates with supply chain officer for timely flights bookings both for cargo and passengers including dropping and pickup of cargo.

Stock Management

·       In liaison with Supply Chain Officer, supports in receiving goods by ensuring conformity, proper storage and that all proper documentation is handled and managed in a professional way.

·       Supports in Maintaining accurate record through proper filing of all the stocks and related documents.

·       Supports in stock balances reconciliations through weekly, monthly, and quarterly and an updated stock reports is circulated to all the programs lead persons and Logistics Manager.

·       Plan and conduct inventory control/check periodically through physical count as per Tdh policy.

Accommodation Management

·       Oversee the overall management of staff accommodation, ensuring that all rooms and common areas are maintained in a safe, functional, and habitable condition.

• 
  
• Ensure timely maintenance and repair of facilities, including plumbing, electrical systems, lighting, fans, AC units, and general infrastructure.
  
• Supervise and coordinate the work of cleaners, ensuring high standards of cleanliness and hygiene are consistently maintained.
  
• Conduct regular inspections of accommodation facilities to identify and address maintenance or safety issues promptly.
  
• Ensure availability and proper functioning of essential utilities and services within the accommodation.
  
• Maintain an updated accommodation tracker, including room allocation, occupancy status, and related records.
  
• Manage and monitor rental agreements and payment tracking for accommodation, ensuring timely processing and proper documentation.
  
• Act as the focal point for staff accommodation needs and concerns, ensuring issues are addressed efficiently and in a timely manner.
  

Reporting

·        Provide weekly admin, HR & finance report to the Finance & Admin Coordinator.

Coordination

·       Ensure and facilitate communication and information sharing within the team and the department and contribute to the team's responsibilities.

·       Work in close collaboration with other departments.

Security             

·       Comply with Tdh Security Regulations

Child Protection Policy

·       Commit to respect the Child Safeguarding Policy.

·       Commit to ensure the best implementation possible of the Child Safeguarding Policy in Kenya, including participation in annual audit, and reviews and updates of action plan.

·       Commit to inform the Country Representative and/or the Senior safeguarding officer to deal with any case of any allegations or possibility of transgression, even potential, of the Child Safeguarding Policy.

Other (as needed or assigned)

·       Represent TDH in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of TDH mandate, ethics, values and standpoint regarding other actors

·       Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.

·       Act as ICT contact focal person at field level through ensuring internet connectivity, maintenance of hardware and when required liaises with the outsources services for maintenance.

·       Performs any other duties as assigned by supervisor

Skills

This function requires possession of fundamental personal, social and leadership skills (CPSLs), technical and methodological skills (CTMs) and Managerial and strategic skills (CMSs)

In particular:

• 
  
• Ability to collaborate with colleagues, vendors, clients, and management
  
• Strong teamwork skills
  
• Analytical & Problem-Solving Skills
  
• Core financial skills
  
• Respect for diverse cultural backgrounds
  

As well as the following specific “trade” skills

• 
  
• A collaborative attitude with colleagues in- and outside the team
  
• Management of time and priorities; meeting deadlines
  
• Experience in drafting project proposals and managing subsidies, fund-raising and a good knowledge of financial partners
  
• Good knowledge and experience of the project management cycle and M&E
  
• Excellent interpersonal qualities: integrity, a capacity to judge, diplomacy
  
• Proactive, creative and out-of-the-box thinking
  

Required conditions

Training/Qualifications

·       Bachelor's degree in commerce, Finance, Accounting, or Business Administration/Logistics/Supply Management

Experience

•    Minimum 3–5 years of experience in finance and administration within the NGO/non-profit sector.

•    Proficiency in accounting software

•    Experience with donor-funded projects and understanding compliance

•    Facilitating internal/external audits and ensuring compliance with local statutory

•    Knowledge in handling office administration, procurement of goods and services, and inventory management.

• 
  
• Hold a valid driving license and be capable of driving
  

Languages                                  

English and Kiswahili

IT know-how

Competency in computer applications and packages with Good IT knowledge (Microsoft Office, Internet).

 General Code of of Conduct and Tdh’s Risk Management Policies

Commits to complying with the General Code of Conduct and systematically reports any breach of the Code through the Tdh warning procedure: raises the awareness within the Foundation on violence and abuse and the rights that derive from them regarding children, community members and our own employees.

Commits to complying with the Risk Management Policies, including: Safeguard policies (the policy of Safeguarding Children, the Policy of Protecting against Exploitation and Sexual Abuse, the Guideline on Abusive Behavior at Work), the Safety/Security Policy and Anti-Fraud/Corruption Policies and the Prevention of Funding Criminal Acivities.

Commits to reducing the risk of abuse by developing an open and informed culture of management within the organization and in our work with children and the communities where we work.

Tdh’s organizational values

Our organizational values guide us in our operational and strategic choices and are the foundation of all decisions made by us. Those five values are incorporated into each process connected to the staff. All collaborators are assessed according to the organization’s values.

PARTICIPATION AND EMPOWERMENT

• 
  
• We promote and enhance participation and empowerment.
  
• We create the space for active participation and embrace inputs from others.
  
• We are sensitive about others’ needs to influence.
  
• We share and delegate power and responsibilities.
  

PARTNERSHIP AND COLLABORATION

• 
  
• We trust the capacities of our key actors as primary responders and agents of change. We build on their strengths and on their needs.
  
• We champion co-creation and value complementarity.
  
• We appreciate other points of view and seek collectively for pragmatic and innovative solutions.
  
• We manifest humility, respect, fairness and see others as equal partners.
  

INNOVATION AND LEARNING

• 
  
• We promote a culture of innovation.
  
• We value curiosity, welcome new initiatives, and foster creativity.
  
• We embrace voluntary learning and are ready for trial and error.
  
• We foster knowledge sharing, learning and strive for sustainability.
  

DIVERSITY AND INCLUSION

• 
  
• We celebrate Diversity and Inclusion of people.
  
• We genuinely commit to diversity and inclusion and see it as a wealth in all our activities.
  
• We understand the cultural contexts and value differences.
  
• We are truly committed to an equal treatment.
  

LEADERSHIP AND EXCELLENCE

• 
  
• We thrive to offer our best, we think ahead, and are ready and willing to go the extra mile for the well-being of children.
  
• We provide quality programming and support. We are accountable and transparent. We use power responsibly.
  
• We position ourselves through our expertise and savoir-faire.
  
• We advocate for the rights of children whenever possible and seek actively opportunities to do so.
  

Application modalities:

Interested candidates who meet the criteria above are encouraged to send their applications letter and detailed CVs to KEN.recruitment@tdh.ch Candidates are required to indicate the position title and location on the subject line of the email when applying.

Kindly note only applications sent to this email address will be considered. Only shortlisted candidates will be contacted. Female candidates are encouraged to apply.

This position will be recruited on a rolling basis. The closing date for the application of this position is 25 March 2026.

Tdh’s recruitment and selection procedures reflect our commitment to protect children’s rights, which includes the prevention of all forms of child abuse.

Tdh is an equal opportunity employer