Job Title: Administration and Logistics Officer
Hiring Organization: Plan
International
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Humanitarian
Organisation
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/22/2024
Founded
in 1937, Plan International, Inc. (“PII”) is a globally recognized non-profit
dedicated to advancing children’s rights and gender equality in both
humanitarian and development contexts. With over 80 years of experience, Plan
International addresses the root causes of challenges faced by girls and
vulnerable children, working in 70+ countries. The organization collaborates
with children, young people, supporters, and partners to create a just world,
acknowledging that the potential of every child is often hindered by poverty,
violence, exclusion, disasters, and discrimination.
Plan International Kenya
Plan
International Kenya (PIK), operational since 1982, focuses on long-term
development. Collaborating closely with local communities and governments, PIK
implements programs to enhance the well-being of children in areas such as
Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay,
Kisumu, Tana River, Turkana, and Marsabit.
Under the
current Country Strategy (July 2021 – June 2026), PIK aims to end teenage
pregnancies and gender-based violence against girls. This goal aligns with four
strategic objectives:
Sexual
and Reproductive Health and Rights (SRHR): Improve access to SRHR services and
information to reduce teenage pregnancies and harmful practices in Kenya.
Prevention and Response to Gender-Based Violence: Ensure functional child and
girls’ rights protection mechanisms to prevent and respond to all forms of
violence and abuse.
Protecting Girls and Young Women in Crisis and Climate Change Adaptation:
Minimize the impact of disasters on girls, young women, families, and
communities.
Youth-led and Innovative Partnerships for Job Creation: Build a stronger
ecosystem for youth employment and entrepreneurship, particularly for
vulnerable young women, fostering job seekers and creators.
About
The Role
The
Administration and Logistics Officer will report directly to the Program Unit
Manager for Homa Bay or Kwale depending on their location, with technical
support from the Supply Chain Manager. They will be responsible as the Front
Office contact and offer all administrative related aspects of the office to
the internal and external stakeholders. This will include management of the
Warehouse and all stock movement. The role will further support the
coordination of logistics and therefore provide supervision of the PU office
driver, office stewards/office cleaning team and guards. This role will perform
critical functions in Y.O.D.A. to ensure effective delivery of their mandate.
Accountabilities
And Main Work Activities
Front
Office Management (30%)
- Act
as the first point of contact for all incoming visitors and the
organization switchboard and refer these to relevant department or staff
members.
- Responsible
for opening, closing and monitoring access to the office, using the
installed security system at the main door.
- Responsible
for timely payment of all utility bills.
- In
liaison with the Supply Chain department, ensure annual renewal of all
relevant county government permits.
- Manage
incoming, outgoing mails and parcels while ensuring proper records are
maintained for tracking purposes.
- Management
of office petty cash float and adherence to set expenditure guidelines
- Ensure
all administration related documents are properly filled.
Administration:
(20%)
- Responsible
for providing administrative and logistical support to conferences,
workshops and meetings. Makes relevant hotel reservations,
- Responsible
for ensuring strict adherence to set policies under the overall finance
and administration guidelines for the PU office.
- Develop
and maintain administration systems, maintain and coordinate Office
documentation and information with confidentiality for orderly and easy
access to documents/filing system in readiness for external and internal
audit requirement.
- Coordinate
PU office vehicle(s) ensure that vehicles are periodically scheduled for
maintenance and always have valid insurance cover.
- Responsible
for coordinating travel for PU office staff, volunteers and visitors by
making relevant travel arrangements.
- Responsible
for ensuring that Plan travel policies and procedures are well understood
and followed at PU Office.
- Oversee
provision of cleaning services, ensuring proper maintenance and
cleanliness of the offices.
Procurement,
Warehousing and Assets Management (20%)
- Responsible
for management of warehouse and stock movement, ensuring all the staff
responsible sign against all stock issued and proper records are
maintained.
- Produce
timely and accurate logistics reporting to the Program Unit Manager.
Oversee the office stores management, asset/inventory control.
- Maintain
an updated PU office asset register including safe custody of all
organisations’ assets, maintaining their purchase contracts, ownership
documents after sale service contracts and undertaking periodical physical
stock takes.
- Liaise
with the requesters to ensure goods and services requested are received on
time and the necessary documentation satisfactorily done (goods received
notes/invoices etc.);
- Process
payment as applicable and ensure documentation is submitted to Finance in
a timely manner
- Keep
proper and an up to date filing system for all procurement documents;
- Update
and share the weekly procurement tracker.
Financial
Responsibility (10%)
- Make
payments for administrative support expenditures in accordance with Plan
policies and procedures
- Manage
the petty cash floats both in the office and at the bank and ensure
adequate funds are available for the defined requirements
- Preparation
and submission of accurate and timely financial reports.
Risk
Management (10%)
- Identify
and manage PU Office administrative and logistics risks.
- Promote
compliance with Plan Kenya and donor requirements and regulations in all
administrative and logistical assignments.
Safeguarding
Children and Young People (Safeguarding) and Gender Equality and Inclusion
(GEI) 5%
- Understands
and puts into practice the responsibilities under Safeguarding and GEI
policies and Plan International’s Code of Conduct (CoC), ensuring that
concerns are reported and managed in accordance with the appropriate
procedures.
- Understands
their role in upholding Plan International’s safeguarding and GEI
policies;
- Ensures
that they contribute to Plan International’s global efforts to ensure
safeguarding and GEI.
Leadership
Competencies
- Courageous
in taking a lead, focused on Plan International’s purpose and making the
most effective contribution within my own work context.
- Understand
and adhere to the policies, processes, practices and standards relevant to
own work and keeps their knowledge and skills up to date.
- Takes
responsibility for own performance and development: reflecting; seeking
and listening to feedback; learning from mistakes; finding people or
resources to help them learn.
- Honest
and efficient in use of resources, including own time.
- Good
team player, communicating effectively and being open and supportive
towards those around them.
- Behaves
in line with our values and safeguarding practices, inside and outside
work.
Business
Management Competencies
- Understands
relevant sectoral context including how the sector operates in terms of
funding and governance and awareness of Plan’s purpose, values, and global
strategy
- Manages
legal and reputational risk including risk assessment, communication, risk
management and reporting in full compliance with risk-related standards,
including in areas such as Child and Youth Safeguarding and Protection,
Gender equality and inclusion, Counter Fraud, Safety and Security
- Managing
activities and resources including skills in strategic thinking, planning
and organising, financial planning and monitoring, negotiation and
programme and project management
- Managing
people and information including skills in assessment and coaching,
evidence-based management, communication skills, both speaking and
writing, and digital working, including personal digital skills
Qualifications/
experience essential:
- Bachelor’s
in Procurement and Supply Chain Management, Logistics Management, Business
or public administration, or any other related field.
- 3
years relevant experience in administration, logistics and procurement, or
any other relevant degree preferably in a similar position in an NGO.
- CIPS
accreditation
- Excellent
interpersonal skills, flexible and team player
- Good
team management and supervisory skills
- Excellent
office management skills
- IT/computer
skills
- Knowledge
of filing and general record keeping
- Pro-active
and excellent time management skills
- Telephone
operation skills
- Can
work well under pressure and with minimum supervision experience.
Qualifications/
experience desirable
- Operational
experience in project awards and closeouts
- Experience
on VAT exemptions procedures and Knowledge of Kenya Government procurement
requirements
- Hands
on experience and skills in an Enterprise Resource Planning e.g. D365, SAP
and other corporate systems
Languages
required
- Excellent
written and verbal communication skills in English.