Administrator – ASCEND Project
About the role
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. Responsibilities: - 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. How to apply: Applicants must submit a single document for uploading that includes the cover letter, resume and references. Note: Report suspicious communications to Info@jhpiego.org as Jhpiego recruiters will never ask for a fee at any stage of the recruitment process. Apply via the Jhpiego careers page at https://www.jhpiego.org/careers or directly online at: https://jobs-jhpiego.icims.com/jobs/8113/administrator---ascend-project/job
Key requirements
- Diploma or degree in Public Administration, Business Administration, Logistics, Operations Management, or a related field
- 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
- Proficiency in MS Office applications and electronic filing systems
- Experience with logistics or inventory systems (e.g., eLMIS)
- Strong organizational, coordination, and problem-solving skills
- High attention to detail
- 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