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Administrative / Logistics Assistant Job in Nairobi Kenya

Vacancy: Administrative / Logistics Assistant– Harm Reduction Program

Médecins du Monde (MdM) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including France. 

It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care. 
The present job description might be adapted according to the regional context and the uprising potential emergencies.

He / she will be part of the Administrative and Logistics department for the MdM mission in Kenya and will ensure the following responsibilities:

1. Purchase and procurement filing
  • Ensuring that the supply admin tasks are done in accordance with the MdM procedures;
  • Fills out the request forms correctly for Administration and Logistics and obtains approval from the department’s supervisor. Ensures internal requests from other departments are correctly filled in and requesters are aware and follow procedures;
  • Gather quotations and proceed with purchases under supervision of the Field Coordinator;
  • Complete the procurement files when requested (with contracts, delivery notes, invoices, etc.);
  • Prepares or supervises the written contracts when necessary (supply contracts, transport contracts, services contract related to his / her responsibility, etc.) and sends to Field Coordinator;
  • Keeps all soft/hardcopies filing updated as per MdM supply policy and provides a copy for the Administration department;
  • Keeps an updated database of the local suppliers and updated price list;
2. Stock follow-up
  • Fills in the stock monitoring cards;
  • Reception of goods (program and non-program)
  • Responsible for checking the quantity and quality of goods received from suppliers, other organizations and drivers/purchaser at the request of Field Coordinator;
  • Reports any discrepancies or damage immediately, before signing the reception document;
  • Immediately after reception of goods updates stock cards and/or create stock cards for all stock items, register on the stock card the reference number of the reception document;
  • Ensures items are properly organized and are correctly stored, well protected, fully identified etc.;
  • On the basis of the stock request, prepares outgoing goods;
  • Updates stock cards immediately after issuance of goods and registers the reference number of the delivery document or stock request;
3. Assets and furniture follow-up
  • Makes the monthly check of assets and furniture;
  • Updates the assets and furniture list on a monthly basis and send to the Logistics Officer for validation;
4. Accounting 
  • Cross-check the contracts, invoices and receipts before handing them to the Administrative Officer. If necessary proceed to get valid one with the suppliers;
  • Participates in the month-end closing: preparing the vouchers to send to HQ, makes a copy for archive in the field and sending to HQ;
  • Proceed with the physical cash count at the end of the month with the Administrative Officer;
  • In the absence of the Administrative Officer, does the entries in SAGA;
5. Audit
  • Supports the external auditor on a monthly basis for the validation and certification of the mission’s accountancy;
  • Facilitates the preparation of annual financial audit  in liaison with the Administrative Officer and Coordinator
6. Payments / Bank Duties
  • Prepares the payments of the invoices, contracts of services, purchases, statutory deductions;
  • Updates the utilities tracking tool and ensures that payments are done on a timely manner;
  • Informs and follows-up with the Field Coordinator, Administrative Officer and the Logistics Officer on the pending payment within the month;
  • When necessary, proceeds with the payment of invoices;
7. Human Resources / Local staff follow-up
  • Monitors the national staff leaves and absences in dedicated tool and ensures all forms are up to date;
  • Facilitate the advertisement of job profiles/vacancy announcements;
8. Administration / Communication
  • Ensure overall coordination and management of administrative aspects of the Harm Reduction program: organisation of trainings, sensitization meetings…
  • Under request of the Administrative Officer, researches and assists with the preparation of motions, policies and procedures;
  • Prepares, follows up and files all the contracts (Services, employment, rent...).
  • Type meeting’s minutes, correspondence, reports and other documents when required
  • Answers telephone calls, register the messages and pass them on to the people concerned.
  • Deals with all correspondence (outward and inward).
  • Organises travel / trips of the MdM staff in transit from overseas and to the field (plane tickets, accommodation, taxi, etc.);
  • Organizes archiving and filing of all HR and administrative documents for the Harm Reduction program;
9. Other   
  • When required, provides technical information on activities within the mission, to be incorporated in the monthly reporting.
  • Assists the Administrative Officer, Administrative Coordinator and Logistics Officer when necessary.
  • Collects information for MdM food basket
Candidate Profile: 
  • Degree /diploma in related area such Administration/Procurement
  • Ability to work quickly, under pressure, and with short deadlines;
  • Ability to take effective decisions according to the context and necessity to manage priorities and to adapt them daily according to the context;
  • Ability to manage own tasks and staffs on request;
  • Must demonstrate flexibility to adapt to changing requirements;
  • Holder of a valid driving licence
If you believe you are the ideal candidate we are looking for, please submit your application and CV of Maximum 3 Pages to the following email address 

Closing date is 1st September 2014. 

Only shortlisted applicant will be contacted. 

No application will be considered after the closing date as well as any application received by phone or in our office.

MDM is an equal employer and female candidates are encouraged to apply.

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