Mercy Corps exists to
alleviate suffering, poverty and oppression by helping people build secure,
productive and just communities.
Driven by local needs,
our programs provide communities in the world’s toughest places with the tools
and support they need to turn the crises they confront into the opportunities
they deserve.
Administration and
Logistics Officer - Lodwar
Program / Department
Summary: Mercy Corps has been
operational in Kenya since 2007 and currently implements programs in Rift
Valley, Central and Wajir districts with funding from USAID and KMT.
Mercy Corps Kenya has
experienced significant growth in the past year and a half after securing
several high profile awards from USAID and now expanding to Turkana.
Mercy Corps’ efforts
are focused on supporting youth so they have a voice and opportunities for
growth. We are also helping drought affected communities recover and be more
resilient.
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.
General Position
Summary: The Administration and
logistics officer is responsible for facilitating the administration and
logistics functions at Mercy Corps field offices.
Working closely with
Program, Operations and Finance the Administration and Logistics Officer is instrumental
in supporting program activities through his/her services.
Essential Job Functions:
Essential Job Functions:
Responsible for
operations functions at the field office as follows:
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 in such a manner as to bring
credit to Mercy Corps and to not jeopardize its humanitarian mission.
Supervisory
Responsibility: The Administration
& /Logistics Officer will oversee/manage the Office cleaner and Driver.
Ensure that all technical, administrative and management systems and standards
agreed upon for the agency is adhered to
Accountability
Accountable for following Mercy Corps Field Procurement Manual, Administration manual, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.
Accountable for 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: Operations Manager
Works Directly With: Program, Logistics team
Knowledge and
Experience:
- Degree
in a relevant business field is desired.
- At
least 2 years of experience in large scale logistics, supply chain
management and/ or international business.
- Must
demonstrate understanding of logistics procurement and administration
ethics and good management skills with diverse team with large flow of
information and activities.
- Must be
able to work independently and prioritize, show initiative experience in an
NGO setting.
- A
strong understanding of donor compliance and budgets required.
- Good
report writing skills and ability to make recommendations for
improvements;
- Strong
computer (MS Office) skills, filling and organizational skills.
- Excellent
spoken and written skills in English;
- Willingness
to travel throughout field office when required.
Success Factors:
- Conscientious
with an excellent sense of judgment
- Ability
to work simultaneously on multiple tasks
- Willingness
and ability to work effectively with a wide variety of people
- Ability
to work as part of a team and coordinate with project personnel
- Good
spoken and written English
- Good
spoken and written skills in local languages and sometime dialects.
- Thorough
understanding on Kenya logistical challenges, market mechanism and supply
chain.
- Computer
literate and strong organizational skills.
- Good
team spirit
How to Apply
Interested candidates who meet the above required qualifications and experience should submit on or before September 30, 2014 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org.
The email subject Line
must clearly show the job title and location they are applying for.
Applications without
the right subject heading will be automatically disqualified.
Please do not attach
any certificates.
(ONLY Qualified and selected candidates for the interview will be contacted)
NB: Mercy Corps does not charge any fee at any stage of the recruitment process.