Logistics & Admin Assistant
Program/Duty Station: Nairobi, Kenya
Our belief that economic, social and environmental security is the
bedrock of a healthy community drives the nature and intent of our programming.
We work to prevent and overcome situations that adversely affect community
well-being by: reinvigorating the economy, developing skills for life and work,
providing humanitarian aid, and influencing policy.
Responsibilities
Qualifications
Program/Duty Station: Nairobi, Kenya
Duration: Three (3) Months with possibility of extension
Adeso is an expanding and vibrant African based international
development and humanitarian organization. At Adeso, we work with African
communities who are yet to realize their full potential; working inside these
communities to create environments in which Africans can thrive.
Summary
Based in Nairobi, under the supervision of the Executive Director
– NEAR and technical guidance of the Operations Manager, the Logistics and
Admin Assistant will be a full-time member of the NEAR team and will play a
crucial role in supporting the global NEAR team with various administrative and
logistical duties.
The purpose of the position is to provide logistical and
administrative support at the Nairobi office by working with the NEAR team
across the globe, while adhering to Adeso policies and procedures.
Purpose
The Logistics and Admin Assistant will be responsible for ensuring
quality for both administrative and logistics activities in HQ and across NEAR
field offices and projects. S/he will also ensure administrative and logistics
functions are delivered in a timely and cost-effective manner with high quality
and appropriate standards; and support field teams in achieving and maintaining
minimum donor and local regulation standards.
Responsibilities
Administrative
·
Provide general administrative and clerical support including
mailing, scanning, faxing and photocopying documents
·
Develop and maintain an electronic and hard copy filing system.
·
Perform data entry and scan documents.
·
Manage calendar for the Executive Director.
·
Assist in resolving any administrative problems.
·
Run company’s errands as seen fit
·
Prepare and modify documents including correspondence, reports,
drafts, memos and emails.
·
Schedule and coordinate meetings, appointments and travel
arrangements for NEAR staff/consultants.
·
Maintain office supplies for various departments.
·
Any other duties as may be assigned by the Executive Director
Procurement
·
Ensuring project procurement is conducted in line with Adeso/donor
policies and track procurement on weekly basis.
·
Support in ensuring quality and reliable goods and service are
purchased while maintaining a record of project purchases.
·
Assist the team and the Operations Manager in maintaining and
updating files with information relating to procurements undertaken and ensure
that they are consistent with Adeso/donor policies.
·
Ensuring timely and accurate logistical reporting to the Programs
Manager and Operations Manager.
·
Ensuring timely delivery of program supplies in line with project
implementation.
·
Assisting in development, monitoring and review of procurement
plans.
·
Ensuring that all contracts with the organization are in an
updated database spreadsheet and are paid on time by constantly following up
with Finance to ensure timely payment.
·
Adhering to Adeso procurement policy and specific donor
procurement regulations.
Warehousing/Assets
·
Ensuring that all NEAR assets and equipment used are properly
assessed and documented (including physical location, users and condition) to
contribute to an updated Country Program Asset Register.
·
As the custodian of all Logistics documents, ensuring that all
documentation is completed and stored in readiness for external and internal
audit requirements.
·
Carrying out periodic stock checks and to provide physical count
of random items in storage. To manage all paperwork related to stored items,
including inventory register, delivery and receipt papers.
·
Ensure that all items received and issued are tracked and properly
recorded in both HQ and field offices in accordance with Adeso Asset policy.
·
Plan and conduct the asset verification on a quarterly basis and
update the register and report on any variances.
Communication/ IT
·
Assist with logistical support in the event of emergencies and
ensure that all necessary advance measures have been taken and communicated to
staff.
·
In coordination with the ICT Department, support ICT in the
management of ICT project equipment including computers, satellite phones,
telephones and all communication gadgets etc.
·
Support ICT department to ensure that NEAR staff adhere to the
contracts with the internet service provider and tracking performance and end
dates.
·
Assist ICT in ensuring that all ICT resources i.e. printers and
scanners are in good working conditions and report any defects and maintenance
needs to ICT.
Qualifications
·
Diploma in Business Administration, Procurement/Supply Chain
Management or its equivalent in relevant field.
·
Minimum of three (3) years’ experience in a similar role (NGO
field preferred).
·
Knowledge of donor regulations including EU and USAID will be an
added advantage.
·
Ability to support personnel and cargo transport, fleet management
in INGOs
·
Excellent planning, coordination, and reporting skills, with the
ability to organize priorities.
·
Experience in setting up offices and close out of projects.
·
Excellent IT skills, with particular proficiency MS Word, MS Excel
and email are a must.
·
Technical IT skills, such as networking and problem solving is an
advantage.
Competences
·
Honest, openness and transparency.
·
Excellent people management skills and good communicator.
·
Able to work effectively in multicultural environment.
·
Proven ability to work in a team.
·
Highly organized and self-motivated.
·
Ability to work under high pressure and prioritize tasks.
·
High standard of written and spoken English a must.
How to Apply
This is a challenging opportunity for a dedicated and highly
motivated professional. If you would like to join this dynamic team, please
submit your application to jobs@near.ngo,
quoting “Logistics and Admin Assistant” in the email subject matter, by 1st
August, 2018.
Each application should be addressed to the Regional Human
Resources Manager and include the following:
·
An updated CV; and
·
An application letter which should include remuneration
requirements and contact information for three work-related referees.
Applications not including all of the above information will not
be reviewed. Only short-listed candidates will be contacted. Adeso is an equal
opportunity employer.