Overview
Provide administrative and logistic basic support according to Plan of Action. Assist in the planning and delivery of logistic and administrative activity.
Key Responsibilities
- Adhere to NRC policies, handbooks, guidelines, and donor requirements
- Assist with the implementation of the logistic and administration function’s portfolio according to Plan of Action
- Provide logistic and administration basic support
- Prepare and develop status reports as required by management
- Ensure proper filing of all support documents
- Assist in the planning and delivery of logistic and administrative activity
- Maintain administrative, logistic records, suppliers and equipment
- Promote and share ideas for improvement of the logistic and admin function
- Perform other duties, as assigned by Line Manager
- Ensure the office complies with all administrative legal requirements, including taxes, government registrations, and licenses within the area of operations.
- Maintain high standards of cleanliness and organization in the office premises to promote a positive working environment.
- Manage tenancy agreements, including tracking expiry dates and notifying relevant occupants in advance.
- Coordinate efficient travel arrangements, including booking flights and hotel accommodations for staff and visitors.
- Contribute to the continuous improvement of the organization’s image by ensuring proper office layout and professional outlook.
- Provide reception services that deliver a warm welcome to visitors and promptly address their needs.
- Monitor and maintain adequate stock of refreshments, cleaning supplies, and materials, ensuring quality and hygiene standards are upheld.
- Oversee timely payment of utility bills and guesthouse rents for all field offices.
- Manage office inventory, equipment, furniture, and fittings, ensuring proper maintenance and functionality.
- Promote awareness of organizational policies and procedures, offering practical guidance to staff and ensuring compliance.
- Ensure office buildings and accommodation facilities are properly maintained, repaired, and kept in order and cleanliness.
- Perform any other duties assigned by your supervisor.
- Ensure all procurement processes are in compliance with logistics handbook and donor requirements.
- Preparation of RFQs, getting quotations, prepare bid analysis and upload POs into Agresso systems to seek approvals.
- Draft supplier(s) contracts
- Receive supplier’s invoices and submit payments to finance department accordingly
- Maintain updated contract management form
- Liaise with suppliers to ensure prompt and accurate delivery of goods and services.
- Assist with Organizing of transport of materials according to procedures on a timely manner
- Ensure accurate stock and asset list and reports are sent to the Country logistics officer on a timely manner.
- Ensure there is a proper filing system for procurement documents for easier retrieval and when needed and an archive for old documents.
- Facilitate the receiving and dispatching of supplies and project materials to the respective field offices on a timely manner.
- Responsible office permanent and temporary vehicles for day-to-day movements and preparing their payments in right time
- Monitor office generator log sheet, daily fuel consumption and preparing monthly reports
- Any other duties assigned by your supervisor
Required Experience
- Minimum of 3 years of experience in a similar role
- Experience working as Administration or Logistics in a humanitarian/recovery context
- Previous experience from working in complex and volatile contexts
- Documented results related to the position’s responsibilities
- Knowledge of the context in Kakuma is an essential
- Experience of working with INGO in a similar capacity will be an added advantage
Qualifications
• Bachelor’s Degree or Higher Diploma in Business Administration and/or Logistics related field preferred
