Administration & Logistics Officer Job in Kenya


Overall Job Function

Reporting to the Operations Manager, the Administration and Logistics officer is responsible for the effective provision of daily administrative and logistical services in USAID-TB ReSET Activity.

Key Responsibilities

  • Ensure all project administrative activities are coordinated effectively;
  • Ensure proper organization of the reception and providing excellent service to all customers;
  • Coordinate workshop/training events as required, including hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire and providing point of contact support for participants at events;
  • Record and prepare minutes from staff meetings;
  • Ensure an appropriate diary/calendar of events is maintained including those of training events, relevant meetings, and is shared widely;
  • Coordinate and provide logistical support for Project activities and staff, including travel arrangements, field visits and visas where necessary;
  • Flag logistics bottlenecks to the FAM and Operations Manager for timely prioritization
  • Ensure all office staff are abiding by organization’s travel and safety regulations;
  • Ensure office utility and functionality of office facilities including internet, telephone among others;
  • Liaise with the finance team in ensuring all utilities, vendor/supplier invoices are processed in line with the finance policy;

  • Review to ensure compliance of all Service Level Agreements terms and conditions by both parties;
  • Manage and provide regular inventory reports (monthly & quarterly) for the different items stored within the CHS store;
  • Monitor store inventories, reorder levels and optimize supply to the field locations;
  • Schedule and coordinate vehicles and drivers, including driver booking schedules;
  • Ensuring timely maintenance and fueling of all project vehicles;
  • Tracking and ensuring timely renewal of CHS vehicle insurance;
  • Working closely with the finance team to maintain an updated asset register for CHS assets;
  • Support in physical asset verification exercises, and ensuring that the asset register is accurate and updated;
  • Other general administrative duties as assigned.

Key Deliverables

  • Timely logistical and administration support
  • Ensure attendance to clients and calls at the reception
  • Training/workshop administrative support
  • Accurate information management
  • Timely and efficient fleet management
  • Timely distribution of assets and supplies, documentation and reporting of the same

Professional Requirements

  • Bachelor’s Degree in any business related field or its equivalent.
  • At least five years’ progressive experience in office management preferably with a health-orientated NGO.
  • Proficiency in MS Office tools and office automation solutions.
  • Certificate in Secretarial duties or front office operations is an added advantage.

Functional Skills

  • Outstanding levels of integrity
  • Working knowledge of USG rules and regulations
  • Ability to maintain confidentiality
  • Strong written and verbal communication skills
  • Good organization
  • Good interpersonal skills
  • Inventory management
  • Negotiation skills and problem solving skills
  • Working knowledge of ERP systems

How To Apply

Interested and qualified applicants are invited to email their application letter and detailed CV as one document with contact details to clearly quoting the position you are applying, and reference number as Administration & Logistics Officer:

CHS/HR/TBReSET/ALO/008/2024 by June 30, 2024.

Centre for Health Solutions – Kenya is an equal opportunity employer.

Only shortlisted candidates will be contacted for interviews. Canvassing will lead to automatic disqualification.