Logistics and Admin Assistant - NEAR at African Development Solutions (Adeso)

Reporting To: Executive Director - NEAR, with technical guidance from the Adeso/NEAR Operations Manager.

Working With: Programs, Operations and Finance Teams

Program/Duty Station: Nairobi, Kenya

Duration: Three (3) Months with possibility of extension

Starting Date: Immediately

ABOUT NEAR NETWORK

Adeso together with other local and national NGOs have come together to form a global network which was launched in May 2016 at the World Humanitarian Summit in Istanbul, Turkey. The network, NEAR (Network for Empowered Aid Response), is a movement of local organizations with a bold ambition - to reshape the top-down humanitarian and development system to one that is locally driven and owned, and is built around equitable, dignified and accountable partnerships.

POSITION SUMMARY

Based in Nairobi, under the supervision of the Executive Director - NEAR and technical guidance of the Operations Manager, the Logistics and Admin Assistant will be a full-time member of the NEAR team and will play a crucial role in supporting the global NEAR team with various administrative and logistical duties.

The purpose of the position is to provide logistical and administrative support at the Nairobi office by working with the NEAR team across the globe, while adhering to Adeso policies and procedures.

POSITION PURPOSE

The Logistics and Admin Assistant will be responsible for ensuring quality for both administrative and logistics activities in HQ and across NEAR field offices and projects. S/he will also ensure administrative and logistics functions are delivered in a timely and cost-effective manner with high quality and appropriate standards; and support field teams in achieving and maintaining minimum donor and local regulation standards.

SPECIFIC ROLES AND RESPONSIBILITIES

• Administrative
  • Provide general administrative and clerical support including mailing, scanning, faxing and photocopying documents
  • Develop and maintain an electronic and hard copy filing system.
  • Perform data entry and scan documents.
  • Manage calendar for the Executive Director.
  • Assist in resolving any administrative problems.
  • Run company’s errands as seen fit
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails.
  • Schedule and coordinate meetings, appointments and travel arrangements for NEAR staff/consultants.
  • Maintain office supplies for various departments.
  • Any other duties as may be assigned by the Executive Director
• Procurement
  • Ensuring project procurement is conducted in line with Adeso/donor policies and track procurement on weekly basis.
  • Support in ensuring quality and reliable goods and service are purchased while maintaining a record of project purchases.
  • Assist the team and the Operations Manager in maintaining and updating files with information relating to procurements undertaken and ensure that they are consistent with Adeso/donor policies.
  • Ensuring timely and accurate logistical reporting to the Programs Manager and Operations Manager.
  • Ensuring timely delivery of program supplies in line with project implementation.
  • Assisting in development, monitoring and review of procurement plans.
  • Ensuring that all contracts with the organization are in an updated database spreadsheet and are paid on time by constantly following up with Finance to ensure timely payment.
  • Adhering to Adeso procurement policy and specific donor procurement regulations.
• Warehousing/Assets
  • Ensuring that all NEAR assets and equipment used are properly assessed and documented (including physical location, users and condition) to contribute to an updated Country Program Asset Register.
  • As the custodian of all Logistics documents, ensuring that all documentation is completed and stored in readiness for external and internal audit requirements.
  • Carrying out periodic stock checks and to provide physical count of random items in storage. To manage all paperwork related to stored items, including inventory register, delivery and receipt papers.
  • Ensure that all items received and issued are tracked and properly recorded in both HQ and field offices in accordance with Adeso Asset policy.
  • Plan and conduct the asset verification on a quarterly basis and update the register and report on any variances.
• Communication/IT
  • Assist with logistical support in the event of emergencies and ensure that all necessary advance measures have been taken and communicated to staff.
  • In coordination with the ICT Department, support ICT in the management of ICT project equipment including computers, satellite phones, telephones and all communication gadgets etc.
  • Support ICT department to ensure that NEAR staff adhere to the contracts with the internet service provider and tracking performance and end dates.
  • Assist ICT in ensuring that all ICT resources i.e. printers and scanners are in good working conditions and report any defects and maintenance needs to ICT.

QUALIFICATIONS & EXPERIENCE

• Diploma in Business Administration, Procurement/Supply Chain Management or its equivalent in relevant field.
• Minimum of three (3) years’ experience in a similar role (NGO field preferred).
• Knowledge of donor regulations including EU and USAID will be an added advantage.
• Ability to support personnel and cargo transport, fleet management in INGOs
• Excellent planning, coordination, and reporting skills, with the ability to organize priorities.
• Experience in setting up offices and close out of projects.
• Excellent IT skills, with particular proficiency MS Word, MS Excel and email are a must.
• Technical IT skills, such as networking and problem solving is an advantage.

COMPETENCIES

• Honest, openness and transparency.
• Excellent people management skills and good communicator.
• Able to work effectively in multicultural environment.
• Proven ability to work in a team.
• Highly organized and self-motivated.
• Ability to work under high pressure and prioritize tasks.
• High standard of written and spoken English a must.