Plan International
Position: Logistics & Admin Coordinator
Department & Location: Logistics & Administration / Program Unit (Nairobi,
Kilifi & Kisumu)
Duration: 3
Years Fixed Term Contract
Reports to: Area
Manager / Country Logistics & Administration Manager
Purpose: The
Logistics & Admin Coordinator has overall responsibility of ensuring
efficient and effective organization and coordination of day-to-day operations
of the Program Unit.
S/he is directly accountable for
supporting the Program Unit in managing administrative functions including
fleet management, security operations, Occupational Health & Safety
(OH&S), property/asset management, storekeeping and warehousing and
proactive front end program support to meet project needs and requirements in
compliance to donor grants and Plan procedures and systems.
This JD outlines the main areas of
duties and accountabilities and if requested by the Area Manager or Program
Director will provide program support where appropriate.
Key Deliverables:
Office Management and General Administration
·
Supervision and oversight of the
front office operations that ensures a clean, hygienic and risk-free working
environment in line with occupational health and safety guidelines.
·
Participates in ensuring the smooth functioning
of the unit. Recommends procedural changes, improves program and service
quality by devising new applications; updating procedures; evaluating system
results with users to enhance efficiency of operations.
·
Collaborates with others in
establishing work priorities, anticipating program requirements and follows up
on ensuring appropriate implementation of policies and decisions made by
management.
·
Oversee and coordinate efficient use
of office consumables, inventories and equipment.
·
Evaluates adequacy of office space
requirements, identification of office technology needs and maintenance of
equipment, software and systems, coordinating enhancements as necessary.
·
Ensuring that contracts, leases and
other agreements are properly maintained and updated.
·
Organizing, arranging and
coordinating meetings.
·
Serve as security focal point person
for the field office.
·
Processing and logging administrative
purchase requests in SAP for procurement action and ensure status updates from
the procurement tracker are communicated to programmes in a timely manner.
·
Facilitate issuance of approved LPOs
to local vendors at PU level and follow up with them to ensure quality delivery
of goods and/or services.
·
Compilation & consolidation of
accurate weekly, monthly & quarterly reports and submitting the same for
management action in a timely manner.
·
Ensure adherence to relevant Plan
International policies by all staff in respective PU.
·
Management of office petty cash float
and adherence to set expenditure guidelines.
·
Responsible for office book-keeping,
filing, archiving and records maintenance.
·
Ensure program support is provided to
the program team in a timely and efficient manner.
·
Provide IT support in liaison with
the IT technical lead at the hub.
Fleet & Travel Management
·
Providing direct supervision and
support to the Drivers and enforcement of the transport and fleet management
policy as well as security SOPs.
·
Analyze and negotiate service
agreements for approval, monitor maintenance and repair costs and provide
recommendations on fleet requirements to ensure maximum efficiency and value
for money.
·
Track daily Plan fleet and taxi
usage, fuel consumption and maintain accurate inventory of equipment to
minimize fleet downtime and reduction of risk to Plan assets and staff.
·
Focal person for all travels
including liaison with ticketing agents and taxi vendors to ensure quality
services and value for money.
·
Review purchase requisitions for
parts and supplies; review vendor bid responses for tools, equipment, parts and
services; monitor expenditures.
·
Participate in the recruitment and
selection of fleet maintenance personnel as required and jointly determine
areas of development and training requirements.
·
Provide timely and accurate fleet
management reports on a monthly basis.
·
Maintaining and updating the weekly
travel schedule as well as all required fleet records and paperwork for
vehicles and drivers.
·
Ensure minimum safety equipment for
all fleet as per Security SOP’s on Vehicles and Bikes.
·
Maintain a database of all the
travels and accommodation of field staff and visitors.
Asset, Property & Inventory Management
·
Provide general oversight for Program
Unit (PU) asset register and inventory management to ensure accuracy and
currency of related records.
·
Oversee continuous tagging of new
assets, tracking and physical verification exercise of all assets and updating
the same in the asset register.
·
Providing technical assistance to
staff on usage, storage and maintenance of program equipment.
·
Maintaining the General Program
Equipment and asset files to ensure correct documentation pertaining to the
identity, repair, theft, loss, disposal, and transfer is completed, reported
and filed.
·
Ensure that general program equipment
and assets are kept in good condition, serviced as required and when necessary,
promptly repaired in compliance with any existing warranty.
·
Report to the Management on the
condition of equipment and any discrepancies if found.
·
Ensure timely processing of valid
insurance cover for all office assets and equipment.
Warehousing / Stores Management
·
Provides oversight for Program Unit
stores and historical reference by developing and utilizing filing and
retrieval systems.
·
Transfer and dispose records
according to Plan retention schedules and policies.
·
Ensuring that all incoming and
outgoing stock is controlled according to Plan procedures.
·
Making proper arrangements for
receiving and dispatching commodities as per Plan policy.
·
Ensuring all warehouse/store related
documentation is done as per policy.
·
Ensuring that stocks are stored in
appropriate conditions according to their specific requirements and that
storekeepers are briefed on this.
·
Reviewing and forwarding for approval
stock movements that have been captured.
·
Ensure that regular stock
reconciliation is carried out and any discrepancies are properly investigated
and reported to management.
Academic Qualifications and experience
·
Degree in Business Administration or
Management
·
At least 3 years’ of related
experience in an NGO environment
·
Experience reviewing current work
processes and developing/implementing new methods and procedures to promote
efficiency is highly desirable
Key Skills and competencies
·
Professionalism: Knowledge of
administrative, budgetary, financial and human resources policies and
procedures; Knowledge of roles, responsibilities and end to end processes in
the context of an ERP system; Conceptual analytical and evaluative skills to
conduct independent research and analysis; Ability to identify issues,
formulate opinions, make conclusions and recommendations; demonstrates
professional competence and mastery of subject matter
·
Planning & Organizing: Develops
clear goals that are consistent with agreed strategies; Identifies priority
activities and assignments; Foresees risks and allows for contingencies when
planning; Monitors and adjusts plans and actions as necessary; Uses time
efficiently
·
Client Orientation: Establishes and
maintains productive partnerships with clients by gaining their trust and
respect; Identifies clients’ needs and matches them to appropriate solutions;
Monitors ongoing developments inside and outside the clients’ environment to
keep informed and anticipate problems; Keeps clients informed of progress or
setbacks in projects; Meets timeline for delivery of products or services to
client
·
Accountability: Holds
self-accountable for making decisions, managing resources efficiently,
achieving and role modelling Plan values; Holds the team and partners
accountable to deliver on their responsibilities – giving them the freedom to
deliver in the best way they see fit, providing the necessary support to
improve performance and applying appropriate consequences when results are not
achieved
·
Collaboration: Builds and maintains
effective relationships with their team, colleagues, National Offices and
external partners and supporters; Values diversity, approachable, good listener
and team player
·
Integrity: Honest, encourages
openness and transparency, demonstrates highest levels of integrity
Physical Environment and Demands: Typical office environment with field visit demands
whenever necessary.
Level of Contact with Children: High level – Daily interaction with children
How to Apply
CLICK HERE to
apply online
The deadline for applications is 10th
February 2017.