Mercy Corps
The AgriFin Accelerate program will
operate in three African countries (Kenya, Tanzania and Zambia) utilizing a
market ecosystem approach, working with carefully selected partners to build
sustainable models, where farm and crop management tools and financial services
are "bundled" in affordable, unified platforms on mobile phone
channels to promote mass uptake commercially.
We work with farmers, banks, mobile
network operators, MFIs, research institutes and other ecosystem players in
well-defined partnerships to sustainably bundle services, leveraging the offer
and outreach of all partners, while increasing the range of services, access
points and value for farmers.
The program works with partners to
identify, prototype, test and scale successful mobile-enabled services for
smallholders, with a key focus on expanding access to financial services, using
a rapid iteration approach to product development and client-centric design
techniques.
We are presently looking for a
committed and dynamic individual to take up the position of a
Logistics and Admin Assistant
General Position Summary: The Logistics and admin assistant will be
responsible for facilitating the logistics and administration functions at the
AgriFin Accelerate Program Office in Nairobi.
Working closely with Program,
Operations and Finance, the Logistics and Admin assistant is instrumental in
supporting program activities through his/her services.
Essential Job Functions:
Procurement
- Daily coordination of MC procurement
activities;
- Ensure full understanding and adherence to MC
procurement policies and formats. Assist, when required with training
staff on these policies;
- Assist staff when required with creating clear
and understandable purchase requests and other documentation;
- Collect quotations and bids from vendors for
Purchase Requests as assigned by manager – as per Mercy Corps standards
and formats;
- Interact with vendors during collection of
quotations and ensure that Mercy Corps for and explain Mercy Corps formats
and ensure that vendors will use the provided forms;
- Ensure fair competition and strict adherence
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 Team & 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
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, and logistics procedures and staff policies by MC
staff.
- Provide administrative guidance to MC staff
when 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, 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.
Fleet management
- General management of AgriFin vehicle in
co-operation with the Operations Manager;
- Ensure that all vehicles are safe and
road-worthy;
- Responsible for collecting and distributing vehicle
log-sheets to drivers as well 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 (VSRs) from
drivers and submit VSRs 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).
Accountability to Beneficiaries: Mercy Corps AgriFin Accelerate team members are
expected to support all efforts towards accountability, specifically to our
beneficiaries and to international standards guiding international relief and
development work, while actively engaging beneficiary communities as equal
partners in the design, monitoring and evaluation of our field projects.
Organizational Learning: As part of our commitment to organizational
learning and in support of our understanding that learning organizations are
more effective, efficient and relevant to the communities they serve - we
expect all team members to commit 5% of their time to learning activities that
benefit the program as well as themselves.
Supervisory Responsibility: None
Supervisory Responsibility: None
Reports Directly To: Operations
Manager
Works Directly With: Program,
Logistics and Finance teams
Knowledge and Experience:
- Diploma in Supply Chain Management is
preferred or its equivalent.
- At least 2 years’ experience in Office
administration and supply chain management is desirable.
- Strong organizational and interpersonal
skills.
- Excellent oral and written English skills.
- Advanced computer skills on MS Office
programs, especially in MS Excel.
- A demonstrated ability to multi-task and
process information into action as to not to delay program activities.
- A clear understanding of procurement and
administration ethics and donor compliance is essential.
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
- Excellent interpersonal skills
- Ability to work as part of a team and
coordinate with project personnel
- Attention to details.
- Excellent spoken and written English
- Strong computer and organizational skills.
Interested candidates who meet the
above required qualifications and experience should submit a cover letter,
detailed curriculum vitae (CV) listing three professional referees (including a
recent supervisor) to hr@ke.mercycorps.org on or before Friday 23rd October by
4.00pm.
The email subject line must clearly
show the job title.
Applications without the right
subject heading will be automatically disqualified.
Please do not attach any
certificates.
(Applications will be reviewed on a rolling basis.
We will only get in touch with shortlisted
candidates)
NB: Mercy Corps does not charge any fee at any stage of the recruitment process
