Logistics and Administration Officer Job in Kenya

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.

KNCV Tuberculosis Foundation is an international center of expertise for TB control that stimulates effective, efficient and sustainable tuberculosis control strategies in a national and international context.  

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.

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. 

His/her specific roles and responsibilities will include but not limited to:

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

• 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 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.