Overview
Assist with the implementation of the logistic and administration function’s portfolio and provide basic support. Prepare and develop status reports as required by management.
Key Responsibilities
- Ensure the office complies with all administrative legal requirements.
- Maintain high standards of cleanliness and organization in the office premises.
- Manage tenancy agreements.
- Coordinate efficient travel arrangements.
- Provide reception services.
- Monitor and maintain adequate stock of refreshments, cleaning supplies, and materials.
- Oversee timely payment of utility bills and guesthouse rents.
- Manage office inventory, equipment, furniture, and fittings.
- Promote awareness of organizational policies and procedures.
- Ensure office buildings and accommodation facilities are properly maintained.
- 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.
- Draft supplier(s) contracts.
- Receive supplier’s invoices and submit payments to finance department.
- 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.
- Ensure accurate stock and asset list and reports are sent to the Country logistics officer.
- Ensure there is a proper filing system for procurement documents.
- Facilitate the receiving and dispatching of supplies and project materials.
- Responsible office permanent and temporary vehicles for day-to-day movements and preparing their payments.
- Monitor office generator log sheet, daily fuel consumption and preparing monthly reports.
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
- 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
