Job Summary
Under the supervision of the Finance Controller, the
Logistic and Admin Officer will ensure that all administrative and logistic
functions in the Mombasa office are completed effectively and in a timely
manner.
The Logistic and Admin officer role involves in
coordinating logistical operations, managing administrative tasks, and
providing support in procurement activities. This role involves providing
administrative support to the team, including scheduling, document management,
and correspondence handling.
Additionally, the Logistics and Administration
Officer assists in procurement activities by sourcing vendors, obtaining
quotes, and managing documentation related to expenses. Compliance with
regulations, policies, and procedures is essential, as is the maintenance of
uptodate records. The role requires strong organizational, communication, and
problemsolving skills, as well as proficiency in relevant software
applications.
The role is also responsible for promoting and
upholding a commitment to the efficient use of Mission inclusion and donor
resources. It involves ensuring compliance with donor’s requirements and
regulations, and reporting.
Roles And Key Responsibilities
Logistics Management:
Coordinate and oversee logistical operations
including transportation, warehousing, and distribution of goods and supplies.
Ensure timely delivery of materials and equipment to
projectsites or designated locations.
Optimize logistics processes to minimize costs and
improve efficiency.
Inventory Control:
Maintain accurate inventory records and monitor stock
levels.
Conduct regular stock checks and reconcile inventory
discrepancies.
Coordinate with procurement to ensure timely
replenishment of supplies.
Administrative Support:
Provide administrative support to the team, including
managing schedules, coordinating meetings, and handling correspondence.
Maintain filing systems and organize office resources
effectively.
Scan documents as and when received forsubmission to
the regional office for payment processing.
Facility Management:
Oversee the maintenance and upkeep of office
facilities and equipment.
Coordinate repairs and maintenance services as
needed.
Ensure compliance with health and safety regulations.
Procurement Assistance
Assist in procurement activities, including sourcing
vendors, obtaining quotes, and processing purchase orders.
Manage the process of obtaining quotations and
preparing documentation related to expenses.
Maintain procurement records and documentation in
accordance with organizational policies.
Compliance and Documentation:
Ensure compliance with relevant regulations,
policies, and procedures.
Maintain accurate and uptodate records related to
logistics, administration, and procurement activities.
Information technology:
Oversee the formulation, interpretation and
application of IT policies, procedures, rules and regulations.
Provide appropriate information and guidance on
emerging and best practices in IT.
Oversee the organization’s network and liaising with
IT suppliers and support services provider.
Education And Experience
Bachelor of Commerce, Business Administration, or
related undergraduate Degree or its equivalent for a recognized university.
At least 3 years working experience in financial and
admin in an INGO or a large organization.
Extensive experience and understanding of accounting
for donors, knowledge of GAC’s rules, regulation and procedures preferred.
Strong budgeting and forecasting experience.
Practical experience managing consortialed grants.
Good knowledge of Enterprise resource planning and
Excel.
Fluency in English and in French is required.
Kiswahili and/or Portuguese a plus.
Experience in MS Office package, Web Conferencing
Applications.
Knowledge, Skills, And Abilities
Strong analytical skills, problem solving capacities
and attention to details.
Ability to work with other in a constructive way.
Strong relations management abilities.
Ability to relate to people at all levels internally
and externally.
Strategic in how you approach each relationship.
Team leadership abilities with diverse/multicultural
teams. Coaching skills.
Proactive, resourceful, solutionsoriented, and
resultsoriented.
A good understanding of human rights, women’s rights,
and socioeconomic justice.
How To Apply
Interested and qualified candidates should follow the
instructions below:
Send their resume and a cover letter, both in
English, by email only, to hrrh.international@missioninclusion.ca
In the subject line of the email, use the position
name “Logistic sand Admin Officer”
Name their documents as follows: “First name
Last name Resume” and “First name Last name Cover Letter”.
The application deadline is May 29, 2024, at
00:00 Eastern Africa Time.