Administrative and Logistics Assistant (ALA) at Delegation of the European Union to Kenya

The European Commission’s Directorate General for European Civil Protection and Humanitarian Aid Operations (ECHO) funds relief operations for victims of natural disasters and conflicts outside the European Union. For humanitarian aid, the Commission works with about 200 operational partners, including United Nations agencies, the Red Cross/Crescent movement and non-governmental organizations (NGOs). Humanitarian Aid is channelled impartially, straight to victims, regardless of their race, ethnic group, religion, gender, age, nationality or political affiliation.

Duties and Responsibilities

The Administrative & Logistics officer will be based in Nairobi and will be responsible for planning and executing all necessary office and residential logistics and administrative functions and assuring fulfilment of the needs for transportation, inventory management, office supplies as well as logistics/administrative support to the international personnel working in ECHO RO Nairobi.

The major duties and responsibilities of the Administrative & Logistics Assistant are as follows:

• Contributes to procurement process for office property, expendable supplies and services;
• Corresponds and negotiates with all ECHO vendors on procurement related matters;
• Conducts tendering procedures as appropriate;
• Drafts Prepares purchase orders and drafts contracts  and authorization requests;
• Follows-up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or POs;
• Oversees and ensures proper maintenance and functioning of office equipment and furniture;
• Follows-up inventory and updates in case of purchase, transfer, donation and written off;
• In charge of the maintenance of office and residences and liaison with landlords if/when necessary.

Required Qualifications

• A first level university degree in a relevant field or equivalent professional experience.  If the candidate does not have a relevant university degree, eight years’ work experience in the humanitarian sector will be required;
• A minimum of five years relevant  work experience at national or international level in the area of administration, procurement or  logistics;
• Previous experience in a Non-Governmental or other International Organisation is an advantage.

Required Skills.

• Proven experience in working with an ERP system;
• Excellent drafting & IT skills; strong computer competency with word processing and spreadsheets;
• Fluency in spoken and written English ;
• Ability to anticipate and plan, ability to analyze and synthesize information and to be practical;
• Commitment, determination, reliability and a high degree of personal integrity & discretion;
• Highly motivated hands-on self-starter with ability to work independently ;