Administrator - ASCEND Project
Posts: 1Jhpiego • HR & Administration
Job Description
The Administrator provides day-to-day field-level administrative, logistics, and operational support to the ASCEND Project. The Administrator plays a critical role in ensuring field teams are well organized, adequately supported, and able to implement activities efficiently. S/He serves as a key connector between field teams, technical and operational support functions, supporting 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.
Jhpiego offers competitive salaries and a comprehensive employee benefits package.
Applicants must submit a single document for upload to include cover letters, resume, and references.
Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.
Jhpiego is an Affirmative Action/Equal Opportunity Employer
RECRUITMENT SCAMS & FRAUD WARNING
Jhpiego has become aware of scams involving false job offers. Please be advised:
- Recruiters will never ask for a fee during any stage of the recruitment process.
- All active jobs are advertised directly on our careers page.
- Official Jhpiego emails will always arrive from a Jhpiego.org email address.
- Please report any suspicious communications to Info@jhpiego.org
Requirements
- Diploma or degree in Public Administration, Business Administration, Logistics, Operations Management, or a related field, degree 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 MS Office applications and electronic filing systems; experience with logistics or inventory systems (e.g., eLMIS) is an advantage.
- Strong organizational, coordination, and problem-solving skills.
Preferred Qualifications
- High attention to detail and ability to manage multiple tasks simultaneously.
- Fluency in English and Kiswahili required.
- Ability to undertake regular travel within the assigned region and provide periodic support to other project-supported areas, as required.
Key Responsibilities
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
About Jhpiego
Jhpiego was founded in 1973 by Dr. Theodore M. King, a visionary in women’s health who recognized that sharing his knowledge of reproductive health and family planning with other health providers could have lasting benefits, especially in low- and middle-income countries. Originally established as the Johns Hopkins Program for International Education in Gynecology and Obstetrics, Jhpiego began as a global leader in provider education.
From the beginning, Jhpiego championed hands-on, skills-based training to build the capacity of health workers. Over the years, we have expanded our focus to meet evolving health challenges—from maternal and newborn health, and infectious and noncommunicable diseases to health systems strengthening. Our first international office opened in Kenya in 1993, and today, we have expanded worldwide.
Jhpiego now works in over 30 countries – including Kenya – partnering with governments and communities to co-create and scale up low-cost, high-impact, innovative solutions that save lives and ensure healthier futures for women, children and families.