Administration &
Logistics Officer for Mombasa, Kisumu and Nyanza
Program / Department Summary:
The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions.
General Position Summary:
The Administration and logistics officer is responsible for facilitating the administration and logistics functions at Mercy Corps field offices. Working closely with Program, Operations and Finance the Administration and Logistics Officer is instrumental in supporting program activities through his/her services.
Essential Job Functions:
Responsible for operations functions at the field office as follows:
Procurement
- Daily
coordination of MC procurement activities;
- Ensure
full understanding and adherence to MC procurement policies and formats.
Assists, as needed in training staff on these policies;
- Assists
staff as needed on creating clear and understandable purchase
requests and other documentation;
- Collects
quotations and bids from the market for PR-s as assigned by manager – as
per Mercy Corps standards and formats;
- Interact
with Vendors during collection of quotations – explain Mercy Corps formats
and ensure that vendors will use the provided forms.
- Ensure
fair competition and strictly adhere to MC procurement rules
regarding vendor relations
- Maintain
up to date Mercy Corps Procurement data management system.
- Interact
with contractors, in coordination with the Program & operations
Manager;
- Prepare
the required documentation of supplies and transactions are completed to
MC standards.
- Ensure
proper asset management; maintain proper and updated asset register with
clear asset identification tags.
Fleet management
- General
management of agency vehicles in co-operation with the Operations Manager.
- Ensure
that all vehicles are safe and road-worthy.
- Collecting
and distributing of vehicle log-sheets to drivers; responsible for monthly
compilation and submission of log-sheets.
- Schedule
vehicle use to meet programmatic and operational needs.
- Maintain
vehicle board daily.
- Oversee
fuel consumption purchase and tracking including coordination with gas
station(s)
- Organize
regular service schedules for vehicles. Maintain service schedule files.
- Collect
Vehicle Service Requests from drivers. Submit VSR-s to the Operations
Manager for approval
- Ensure
major repairs are done in a timely manner.
- Ensure
security measures for vehicles such as parking, storage of keys, emergency
supplies, etc.
- Ensure
that security incident reports are completed and filed (if related to
vehicles).
Administration
- Ensure
proper management and coordination of staff travel arrangements including
transport and security
- Ensure
good general office management
- Ensure
adherence to Mercy Corps administrative, IT, HR and logistics procedures
and staff policies by MC staff. Provide training and guidance to MC staff,
as needed.
- Prepare,
update and track needed changes in staff files including timesheets, leave
system tracking, and other personnel matters as required.
- Manage
and renew office and house/apartment rental agreements.
- Establish
and maintain appropriate filing systems for office correspondence.
- Ensure
that the office is run in a professional and responsible manner including
hosting guests, cleaning, receptionist duties and general contact and
liaison with outside agencies.
- Purchase
of office supplies.
- Co-ordinate
any other necessary administrative and office management details
including the maintenance of the premises.
- Preparing
comprehensive, accurate and timely monthly reports.
The Administration and Logistics officer will conduct
himself/herself both professionally and personally in such a manner as to bring
credit to Mercy Corps and to not jeopardize its humanitarian mission.
Supervisory Responsibility:
The Administration & /Logistics Officer will oversee/manage the Office Assistant & Drivers and ensuring that all technical, administrative and management systems and standards agreed upon for the agency is adhered to
Accountability
Accountable for following Mercy Corps Field Procurement Manual, Administration manual, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.
Reports Directly To: Operations Manager
Works Directly With: Program, Logistics Team
Knowledge and Experience:
Supervisory Responsibility:
The Administration & /Logistics Officer will oversee/manage the Office Assistant & Drivers and ensuring that all technical, administrative and management systems and standards agreed upon for the agency is adhered to
Accountability
Accountable for following Mercy Corps Field Procurement Manual, Administration manual, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.
Reports Directly To: Operations Manager
Works Directly With: Program, Logistics Team
Knowledge and Experience:
- Degree
in a relevant business field is desired or advanced diploma in Business
Administration or supply chain management.
- Minimum
3 years’ experience in supply chain management; Office administration or
experience in related field.
Strong organizational and interpersonal skills.
- Good
oral and written English skills.
- Good
computer skills on MS Office programs, especially in MS Excel.
- A
demonstrated ability to multi-task and process information into action as
to not to delay program activities.
- A clear
understanding of procurement and administration ethics and donor
compliance is essential.
Success Factors:
- Conscientious
with an excellent sense of judgment
- Ability
to work simultaneously on multiple tasks
- Willingness
and ability to work effectively with a wide variety of people
- Excellent
interpersonal skills
- Ability
to work as part of a team and coordinate with project personnel
- Good
spoken and written English
- Computer
literate and strong organizational skills.
Interested candidates who meet the above required qualifications
and experience should submit on Before 12th July at 4.00p.m., a cover letter,
detailed Curriculum Vitae (CV) listing three professional references (including
a recent supervisor) to Hrkenya@ke.mercycorps.org
“Application for the position of Administration & Logistics Officer
“Application for the position of Administration & Logistics Officer
Applications without
this subject heading will be disqualified. Please do not attach any
certificates.
(ONLY Qualified
short-listed candidates will be contacted)