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Logistics, Administration and Finance Assistant Job in Nairobi Kenya (KShs 73K)

Job Title: Logistics, Administration and Finance Assistant

Salary Scale: Grade D

Salary: 73,668/= (Plus Medical Insurance)

Terms of Employment: Full time defined term (until September the 30th) with possible extension option;

Supervisor: Hierarchically accountable to the Resources Manager, liaises with the Transport and Custom Officer, Procurement Officer and HR / Finance Officer.

Location: Nairobi

Purpose: To support the administration side of Finance, Supply, Transport, and Warehouse as per operational needs.

General Objectives of the Position

A. Finance and Administration
  • VAT tracking: in close cooperation with transport/customs and finance departments, follows up VAT returns, exemptions and refunds;
  • VAT tracking: maintains an up-to-date VAT refund overview and reports to transport/custom and finance departments;
  • Administration: photocopies bookkeeping, scans documents, files documents;
  • Supports the Finance Unit with data entry (bookkeeping), cheques tracking, payments preparation when needed ;

B. Customs and transport
  • Export goods process: returns export doc to supplier(s)/ clearing and forwarding agent;
  • Logistics database management: enters data into logistics database - log7;
  • Logistics database management: closes export doc in log7;
  • Transport administration: takes copies weekly and at every end of the month;
  • Transport administration: organizes documents into folders;
  • Transport administration: files documents in the designated files;
  • Supports the Transport and Customs Unit by assisting in preparation of export documents and transport file (TF); tracing transport related documents; following up endorsed doc with relevant parties involved;

C. Procurement
  • Logistics database management: enters data into Logistics Database – Log7;
  • Procurement administration: files documents and properly maintains the procurement archives;
  • Liaises with clients and suppliers to expedite orders;
  • Service Level Agreements (SLA) and Suppliers’ prequalification: follows up the prequalification process, arrange meetings, keeps the Suppliers archives in tidy order;

D. Warehouse
  • Operations: supervises in/offsite loading/offloading upon request;
  • Operations: assists with creating packing lists and other documents as required;
  • Logistics database management: supports Warehouse Control Officer receiving goods (physical and in Logistics Database – Log7) and preparing cargos (picking, packing, dispatching, etc.);
  • Supports Warehouse operations when needed;

E. Other
  • performs any other task if required to do so.

Required Skills:
  • Ability to organize and prioritise workload independently, using initiative when appropriate;
  • Highly Accurate;
  • Managerial Skills;
  • Able to work with and implement Standard Operating Procedures and Organization specific standards;
  • Excellent computer literacy: excel, access, word. ERP systems knowledge is a plus
  • Good command of English and Swahili, both written and spoke
  • Pleasant and polite attitude at all times; ability to reflect the professional standards of MSF-OCA
  • Ability to work with minimal supervision as part of multi-cultural and multidisciplinary team
  • Interest in and commitment to MSF’s activities, ability to represent MSF to others

  • Diploma, Advanced / Diploma in Finance, Supply, Logistics or related fields;
  • Minimum 2 years of relevant working experience;
  • Willingness to work extra hours even on weekends according to needs raising from operations.

How to Apply

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