Admin & Logistics
Officer - Mombasa
Program / Department Summary:
Yes Youth Can a USAID funded program
that focuses on building youth-owned, youth-led and youth-managed institutional
arrangements and capabilities at both national and county levels.
(1) increase economic prospects for
youth through skills development and access to finance to create: economically
viable microenterprises; self-reliant community level economic development
projects, and; employment opportunities
(2) improve youth voice in local,
regional, and national policy dialogue through enhanced advocacy capabilities
and inter-ethnic dialogue
(3) expand youth access to essential
services that are more youth-friendly, and
(4) establish new institutional
arrangements that can leverage public and private resources through
youth-managed organizations.
General Position Summary:
General Position Summary:
The Operations Department is
committed to implementing and maintaining the highest standards of efficiency
and integrity in the operations functions.
The overriding objective for all administration
and logistics operations is the prompt and effective provision of support
services to Mercy Corps’ beneficiary populations in compliance with donor
specifications.
The Administration & Logistics
Officer will be responsible for facilitating the administration and logistics
functions at Mercy Corps Mombasa office and the affiliated support bases in the
Coast region.
Essential Job Functions:
Essential Job Functions:
Procurement:
- Daily coordination of MC procurement activities;
- Ensure full understanding and adherence to MC
procurement policies and formats. Assists, as needed in training staff on
these policies;
- Assists staff as needed on creating clear and
understandable purchase requests and other documentation;
- Collects quotations and bids from the market for PR-s
as assigned by manager – as per Mercy Corps standards and formats;
- Interact with Vendors during collection of quotations –
explain Mercy Corps formats and ensure that vendors will use the provided
forms.
- Ensure fair competition and strictly adhere to MC
procurement rules regarding vendor relations
- Maintain up to date Mercy Corps Procurement data
management system.
- Interact with contractors, in coordination with the
Program & operations Manager;
- Prepare the required documentation of supplies and
transactions are completed to MC standards.
- Ensure proper asset management; maintain proper and
updated asset register with clear asset identification tags.
Fleet management:
- General management of agency vehicles in co-operation
with the Operations Manager.
- Ensure that all vehicles are safe and road-worthy.
- Collecting and distributing of vehicle log-sheets to
drivers; responsible for monthly compilation and submission of log-sheets.
- Schedule vehicle use to meet programmatic and operational
needs.
- Maintain vehicle board daily.
- Oversee fuel consumption purchase and tracking
including coordination with gas station(s)
- Organize regular service schedules for vehicles.
Maintain service schedule files.
- Collect Vehicle Service Requests from drivers. Submit
VSR-s to the Operations Manager for approval
- Ensure major repairs are done in a timely manner.
- Ensure security measures for vehicles such as parking,
storage of keys, emergency supplies, etc.
- Ensure that security incident reports are completed and
filed (if related to vehicles).
Administration
- Ensure proper management and coordination of staff
travel arrangements including transport and security
- Ensure good general office management
- Ensure adherence to Mercy Corps administrative, IT, HR
and logistics procedures and staff policies by MC staff. Provide training
and guidance to MC staff, as needed.
- Prepare, update and track needed changes in staff files
including timesheets, leave system tracking, and other personnel matters
as required.
- Manage and renew office and house/apartment rental
agreements.
- Establish and maintain appropriate filing systems for
office correspondence.
- Ensure that the office is run in a professional and
responsible manner including hosting guests, cleaning, receptionist duties
and general contact and liaison with outside agencies.
- Purchase of office supplies.
- Co-ordinate any other necessary administrative and
office management details including the maintenance of the premises.
- Preparing comprehensive, accurate and timely monthly
reports.
The Administration and Logistics
officer will conduct himself/herself both professionally and personally at all
times in order not to bring Mercy Corps into disrepute of any kind.
Supervisory Responsibility:
Supervisory Responsibility:
The Administration & /Logistics
Officer will oversee/manage the Office Assistant & Drivers and
ensuring that all technical, administrative and management systems and
standards agreed upon for the agency are adhered to.
Accountability
Accountability
Accountable for the following: Mercy Corps Field Procurement Manual, Administration
manual, the MC Code of conduct regarding procurement activities and MC
Conflict of Interest policy.
Reports Directly To: Regional Program Coordinator - Coast
Works Directly With: Program team, Logistics team, Operations Team, HR Team, YYCR.
Knowledge and Experience:
Reports Directly To: Regional Program Coordinator - Coast
Works Directly With: Program team, Logistics team, Operations Team, HR Team, YYCR.
Knowledge and Experience:
- Degree in supplies management, business admin, or a
relevant business field.
- Minimum 3 years’ experience in an NGO overseeing either
procurement/supply chain management, office administration, warehousing,
or field support operations.
- Strong organizational and interpersonal skills.
- Fleet management experience in an NGO.
- Good oral and written English & Kiswahili.
- Good computer skills on MS Office programs, especially
in MS Excel.
- Possess a clear understanding of procurement and
administration procedures.
- Knowledge of donor compliance and ethical standards is
essential.
- Basic motor-vehicle mechanics knowledge and a
valid current driving license.
- Conscientious with an excellent sense of judgment
- Ability to work simultaneously on multiple tasks
- Ability to work as part of a team and coordinate with
project personnel
Interested candidates who meet the
above minimum requirements should submit a cover letter, detailed Curriculum
Vitae (CV) listing three professional references (including a recent
supervisor) to hrkenya@ke.mercycorps.org on or before Monday 24th June
2013.
Please do not attach any
certificates!
Applicants must clearly indicate on the email subject field; “Admin & Logs Officer”.
Applicants must clearly indicate on the email subject field; “Admin & Logs Officer”.
Applications without this subject
heading will not be processed.
ONLY Qualified short-listed
candidates will be contacted.