Concern Worldwide: 2019 Logistics & Administration Officer Job
Location: Nairobi, Kenya
Closes: Jul 15, 2019
Concern Worldwide is an international non-governmental humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries
Applications are invited from suitably qualified candidates for the following position:
Job Title: Logistics and Administration Officer
Duty Station: Hola, TanaRiver
Reports to: Manager – Health and Nutrition (TanaRiver)
Direct Reports: Driver
Contract Details:
Six (6) Months Fixed Term Contract Subject to Availability of Funds and Performance
Starting Salary of the Pay Grade – Kes 96,308
Group Medical Cover (Principal)
Group Life Cover
Group Personal Accident Cover
Job Summary:
The incumbent will provide efficient and effective logistical and administrative support in compliance with Concern’s and Donor policies & procedures and best practices
Main Duties & Responsibilities:
Logistics
· Ensure Concern procedures are being adhered to at all times as per Concern Procurement, Warehousing and Transport manuals
· Tracking and reporting on transport and administration expenditure
· Ensuring proper assets, inventory and stores management
· Compile and submit monthly logistics reports to the Manager Logistics Compliance and Partners
· Responsible for organising dispatch, loading and unloading of deliveries while ensuring complete documentation for the same
· Collating the weekly movement plan for the County
· Ensure vehicle hire supplies requests are submitted to Nairobi in a timely manner adhering to the procurement process timelines
· Ensure rented vehicles are engaged against an approved Local Purchase Order or contract
· Coordinate and work closely with the programme staff for all vehicle rentals
· Monitor and ensure fueling of vehicle rentals is coordinated as required
· Review log sheets for accuracy and completeness
· Preparation of monthly vehicle hire reports including fuel used
· Follow through with suppliers for timely submission of invoices and log sheets
· Ensure transport procedures are followed in relation to transport reporting, movement planning and vehicle servicing
· Maintain a regular vehicle status indicating vehicle service and repair schedules
Procurement
· Processing duly authorised supplies requests for the procurement of good and services within Tana River County, with the exception of vehicle hires, bulk stationery and tonner requests, within Concern’s policy and procedure and donor rules, regulations and guidelines
· Updating and disseminating the supplies requests tracker
· Collecting quotations
· Preparing quotation evaluation forms
· Preparing local purchase orders and contracts
· Receiving and documenting all deliveries
· Completing payment requests against invoices of goods delivered and services rendered
· Day to day management of supply and service contracts and frame work agreements with prequalified suppliers including liaisons with suppliers
Administration
· Liaise with the sub lessors to ensure proper running and maintenance of the office premises and administration services in the Hola office
· Organize transport and accommodation in Hola and prepare payment requests for the same
· Ensure adequate supply and proper utilisation of office consumables
· Contribute to the development & review of admin quarterly costed work plan for Hola
· Assist in photocopying, scanning and sending of programme support documents
· Ensure all paperwork filing is complete, accurate, up to date, and in correct order so as to easily facilitate checks and audits
· Perform security management tasks as delegated by the Nairobi Security focal point and Systems Director
· Safety & security incident reporting in the County and furnishing the Security focal point and Systems Director with the same
Responding to Emergencies:
· Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
· Comply with Concern’s health, safety and security guidelines during emergencies
Code of Conduct and Associated Policies
· To adhere to the standards of conduct outlined in the Concern Code of Conduct and associated policies.
· To support and promote the standards outlined in the code of conduct and associated policies to their team, partner organizations and beneficiaries, and be committed to providing a safe working environment
Disclaimer Clause
This job description is not exhaustive and may be revised by the line manager from time to time.
Job Specification:
· Degree in Supply Chain Management, Operations, Business Administration or relevant field
· Professional Certification in procurement and logistics or relevant field
· At least two (2) years’ experience in a similar role. Previous experience of working in an NGO and or Concern is preferred.
· Excellent organizational, interpersonal, communication, analytical, negotiation and report writing skills
· Innovative, flexible team player with an ability to work under pressure
· Proficient in the use of computers and applications
· Fluency in both written and spoken English and Kiswahili. Fluency in the local language is an added advantage.
HOW TO APPLY:
Interested candidates, who meet the above requirements, should send a CV and Cover Letter only to nairobi.hr@concern.net with the subject of the email as ‘Logistics & Administration Officer – Tana River’. The closing date for applications is Sunday, 14th July 2019.
Each application should include at least three referees who can validate technical expertise. Telephone contacts must be submitted with the application.
Only shortlisted candidates will be contacted for interview.
Concern has a Programme Participant Protection Policy and Concern Code of Conduct which has been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission. Any candidate offered a job with Concern will be expected to sign the Programme Participant Protection Policy and Concern Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Code of Conduct candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of this document. Any breach of the Programme Participant Protection Policy and Concern Code of Conduct by employees of Concern during the course of their employment will result in disciplinary action up to, and including, dismissal.
Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland.
Follow Concern online: www.concern.net
CONCERN WORLDWIDE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT CHARGE FOR ANY KIND OF RECRUITMENT