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 the 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, and outgoing
mail 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
requirements.
- Coordinate PU office vehicle(s)
and 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 per the appropriate procedures.
- Understand 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
Other
duties 5%
- As assigned by the Line Manager.
Competencies
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 their own work
and keep 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 the 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 the 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 organizing, financial
planning and monitoring, negotiation and program 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.
Desirable
- Operational experience in project
awards and closeouts
- Experience with VAT exemptions
procedures and Knowledge of Kenya Government procurement requirements
- Hands-on experience and skills in
Enterprise Resource Planning e.g. D365, SAP, and other corporate systems
Languages
required
- Excellent written and verbal
communication skills in English.
How To Apply