Logistics and Administration Officer
Location:
Nairobi
KNCV
Tuberculosis Foundation is one of the principal international non-profit
organizations that is exclusively dedicated to and focused on fighting
tuberculosis (TB) worldwide and to strengthening health systems against TB,
globally and locally.
We
are an organization of passionate TB professionals; this includes doctors,
researchers, training experts, nurses and epidemiologists.
We aim to stop the spread of the worldwide epidemic of the second ‘killer’ infectious disease and to prevent the further spread of drug-resistant TB.
Over the past century we have built up a wealth of knowledge and expertise, initially by successfully driving back TB in the Netherlands. Since the 1970s we also share our knowledge and expertise with the rest of the world.
We operate from the central office in The Hague in the Netherlands, regional offices and additional country offices worldwide.
We aim to stop the spread of the worldwide epidemic of the second ‘killer’ infectious disease and to prevent the further spread of drug-resistant TB.
Over the past century we have built up a wealth of knowledge and expertise, initially by successfully driving back TB in the Netherlands. Since the 1970s we also share our knowledge and expertise with the rest of the world.
We operate from the central office in The Hague in the Netherlands, regional offices and additional country offices worldwide.
KNCV
Tuberculosis Foundation raises funds from private individuals, institutional
funds and companies.
More
information:
www.kncvtbc.org.
Purpose of the position: Provide logistic - , administrative - and procurement services to the regional office in Nairobi.
Main duties:
The person will be responsible for handling logistical and administration duties of the KNCV Regional office in Nairobi.
Purpose of the position: Provide logistic - , administrative - and procurement services to the regional office in Nairobi.
Main duties:
The person will be responsible for handling logistical and administration duties of the KNCV Regional office in Nairobi.
His/her
specific roles and responsibilities will include but not limited to:
Administration:
Administration:
- Undertake office
telephone reception, including taking messages for other staff
- Operate manual
and computerized office systems, for example filing papers and maintaining
databases
- Ensure proper
functioning of all front office equipment at all times
- Maintaining an
up to date and a chronological filling system for the office for all
incoming and outgoing documents and letters
- Making staff
travel arrangements, including liaising with travel agent for flight
bookings, airport transfers and hotel bookings for all staff of the
regional office
- Make local
travel arrangement for staff on local travel
- Maintain the
leave records for all staff. Draw up a detailed planned leave roster for
the staff.
- Ensure that a
feedback is given to the staff on a quarterly basis regarding their leave
status
- Play the key
agent of all the general insurance related issues
- Assist the
finance and Operations manager maintain and keep all the personnel files
respectively under safe custody
- Drafting and
sending standard letters on behalf of the Executive Director
- Monitoring stocks
of basic items, for example stationery, paper, toner etc and ordering
stationery, periodicals, books, equipment and other items as required
- Assist with the
organization of conferences, seminars and other events on by arranging
dates and venues; arranging refreshments and other requirements; taking
bookings and dealing with enquiries from conference delegates
- Assist with the
organization of Board and Staff meetings
- Booking
appointments for all staff
Logistics
and procurement
- Procurement:
the person will coordinate the procurement of goods and services as per
laid down procedures
- Reviewing
requisition orders for specifications and accuracy
- Coordinating
competitive identification of suppliers by coordinating the procurement
committee to sit and do this
- Recording and
storage of deliberations of procurement committees for supply goods
and services as required from time to time
- Preparing
purchase and service orders and sending copies to suppliers
- Tracking the
status of requisitions, orders and contracts for purposes of ensuring
timely supply of goods and services
- Verifying orders
and deliveries on receipt of goods
- Receiving,
storage and distribution of goods from the store
- Receiving and
forwarding invoices for processing
- Maintaining
updated and adequate store records, with information on receipts and
issues/ disposal
- maintaining an
inventory of non-expendable property (defined as any item with a service
life time of at least one year) and ‘attractive’ items, with adequate
details contained there-in
- Ensuring safe
custody of procurement related documents, including accountable documents
such as LPOs
- Maintain good
relation with all the suppliers
- Maintain an
inventory of all KNCV equipment and an up to date asset register
- Ensure that all
equipment are clearly tagged or identified
- Perform any
other duties as required.
Required
qualifications:
Education
Education
- Bachelor’s
degree holder in a related field and have professional qualification in
Purchasing and Supplies management.
- IT knowledge
will be an added advantage
Knowledge
and experience
- At least 3 years
work experience in a similar role in a reputable organization
- Proven
experience working in an administration or operational role
- Proven office
organizational and file management skills, strong ability to multi-task
- Demonstrated
high computer literacy: particularly with programmes in Microsoft
Office/cloud computing
- Understanding of
computer software programs and excellent IT knowledge and skills including
networking, databases, email etc
Personal
qualifications
The incumbent must maintain strict confidentiality in performing the duties of the Administration Officer.
The incumbent must maintain strict confidentiality in performing the duties of the Administration Officer.
The
incumbent must also demonstrate the following personal attributes:
- Honest and
trustworthy
- Respectful
- Cultural
awareness and sensitivity
- Flexible
- Sound work
ethics
Application
introduction:
To apply for this position please send a cover letter, CV and names of three (3) references to; KNCV Tuberculosis Foundation, Nairobi, and Email: kncv-kenya@kncvtbc.nl under subject Logistics and administration officer by 15th June 2013.
Only candidates under serious consideration will be contacted.
KNCV TB Foundation is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled.
To apply for this position please send a cover letter, CV and names of three (3) references to; KNCV Tuberculosis Foundation, Nairobi, and Email: kncv-kenya@kncvtbc.nl under subject Logistics and administration officer by 15th June 2013.
Only candidates under serious consideration will be contacted.
KNCV TB Foundation is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled.