Mercy Corps exists to alleviate
suffering, poverty and oppression by helping people build secure, productive
and just communities.
Driven by local needs, our programs
provide communities in the world’s toughest places with the tools and support
they need to turn the crises they confront into the opportunities they
deserve.
Administration and Logistics Assistant -
Wajir
Program / Department Summary: The Operations Department is committed to
implementing and maintaining the highest standards of efficiency and integrity
in the operations functions.
The overriding objective for all
administration and logistics operations is the prompt and effective provision
of support services to Mercy Corps’ beneficiary populations in compliance with
donor specifications.
General Position Summary: The
Administration and logistics assistant is responsible for assisting
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:
Assist operations functions at the
field office as follows:
Procurement
- Daily coordination of MC procurement
activities;
- Have a full understanding of MC procurement
policies and formats and assist when required with training staff on these
policies;
- Assists staff as needed with creating clear
and understandable purchase requests and other documentation;
- Collect quotations and bids from the market
for PRs as assigned by supervisor based on Mercy Corps standards and
formats;
- Interact with Vendors during collection of
quotations and explain Mercy Corps formats as well as ensure that vendors
use the provided forms.
- Ensure fair competition and strict adherence
to MC procurement rules regarding vendor relations
Fleet management
- Assist with general management of program
vehicles in co-operation with the Logistics officer
- Collect and distribute vehicle log-sheets to
and from drivers
- Ensure the vehicle movement board is regularly
updated in liaison with the logistics officer
Administration
- Assist in proper management and coordination
of staff travel arrangements including transport
- In conjunction with the logistics officer,
support the administration, HR and IT focal points in Nairobi with
adherence to their respective policies and procedures
- Assist with collection and filing of
timesheets, leave forms, and logistics files including PRs, log sheets and
related paperwork in the field office.
- 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.
- Assist with the co-ordination of any necessary
administrative and office management details including the maintenance of
the premises and purchase of office supplies.
- In conjunction with the Head of Office and
logistics officer, prepare and track airtime allocation for staff and
maintain the requisite records.
- Assist in preparing comprehensive, accurate
and timely monthly reports.
Supervisory Responsibility: None
Accountability: The
Administration and Logistics Assistant 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 and will be accountable to
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: Logistics Officer
Works Directly With: Program, Logistics Team
Knowledge and Experience:
- Minimum 2 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 a cover letter,
detailed Curriculum Vitae (CV) listing three professional references (including
a recent supervisor) to hrkenya@ke.mercycorps.org on or before 7th July 2015 by
4.00pm.
The email subject line must clearly
show the job title and location they are applying for.
Applications without the right
subject heading will be automatically disqualified.
Please do not attach any
certificates.
We will only get in touch with shortlisted candidates.
NB: Mercy Corps does not charge any fee at any stage of the recruitment process.
