Administration and Logistics Officer at United Disabled Person of Kenya

Specific Duties and Responsibilities

Travel & Logistics

• Coordinate with the driver to ensure that vehicles are well maintained. Monitor monthly mileage reports and maintain vehicle records. Ensuring vehicles comply with health and safety requirements.
• Establish relationships with trusted travel vendors and support staff with international and domestic travel bookings, including flights, accommodations, visas, and coordination with agents and other offices.
• Handle all travel logistics for staff and visitors to the office and events, ensuring smooth coordination of accommodation, transportation, and other arrangements.
• Arranging and maintaining schedules for meetings.

Procurement

• Procurement Processing: Manage and oversee all procurement and contracting activities, ensuring adherence to UDPK policies and processes, and timely delivery of goods and services
• Laptops & Equipment: Handle the purchase and allocation of laptops and necessary equipment for new staff members, ensuring all setting-up requirements are met.
• Vendor Management and Payments: Submit vendor invoices with complete supporting documentation, ensuring the efficient and timely processing of payments.

Office & Operations Support

• Fixed Asset Management: Oversee the purchase, documentation, and maintenance of physical assets and inventories. Ensure proper office insurance coverage to protect assets and operations against risks such as theft, damage, and liability, while complying with local regulations.
• Documentation & Office Support: Organize and update office documentation, ensuring accessibility on Drive and in hard copy when needed.
• Office Management: Manage the office upkeep, including purchasing supplies like stationery, kitchen items, and other essentials as needed.
• Liaison and Coordination: Act as a bridge between the team and the staff Benefits Service providers, ensuring smooth communication.
• External Communication: in collaboration with the communication department, managing the internal office communication network and communication with external parties.

Legal and HR-related Support

• Support legal and HR-related tasks, such as obtaining documents and coordinating with local benefits providers such as medical insurance and Pension scheme, Application and renewal of relevant licenses, Staff Leave Management

IT Support Coordination

• Act as the primary point of contact for IT-related issues in the office, liaising with IT experts for remote support and guidance.
• Facilitate local resolution of hardware, software, and networking issues, including coordinating repairs or replacements with external consultants when necessary.
• Other duties as assigned from time to time.

Qualifications, Experience and Skills (Essential)

• Bachelor’s degree in business studies, business administration, commerce, or related field.
• Experience in a professional environment with at least 3-5 years of experience in operations, admin, or finance.
• Excellent time management and project/task management skills, and ability to multi task and prioritize work.
• Good English (written and verbal communication skills) and a collaborative mindset
• Creative problem-solving skills, excellent interpersonal skills and adaptability in a fast-paced environment.
• Willing to roll up sleeves and assist with additional administrative and operational tasks as needed, including coordinating courier services and other office duties.
• Experience or interest in working in diverse teams.

Desirable

• Familiarity with and experience in the area of human rights and disability rights.
• Understanding of trends and good practices in disability inclusion.