Administration & Logistics Officer at Centre for Health Solutions - Kenya (CHS)

Overall Job Function

• Reporting to the Operations Manager, the Administration and Logistics officer is responsible for the effective provision of daily administrative and logistical services in USAID-TB ReSET Activity.

Key Responsibilities

• Ensure all project administrative activities are coordinated effectively;
• Ensure proper organization of the reception and providing excellent service to all customers;
• Coordinate workshop/training events as required, including hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire and providing point of contact support for participants at events;
• Record and prepare minutes from staff meetings;
• Ensure an appropriate diary/calendar of events is maintained including those of training events, relevant meetings, and is shared widely;
• Coordinate and provide logistical support for Project activities and staff, including travel arrangements, field visits and visas where necessary;
• Flag logistics bottlenecks to the FAM and Operations Manager for timely prioritization
• Ensure all office staff are abiding by organization’s travel and safety regulations;
• Ensure office utility and functionality of office facilities including internet, telephone among others;
• Liaise with the finance team in ensuring all utilities, vendor/supplier invoices are processed in line with the finance policy;
• Review to ensure compliance of all Service Level Agreements terms and conditions by both parties;
• Manage and provide regular inventory reports (monthly & quarterly) for the different items stored within the CHS store;
• Monitor store inventories, reorder levels and optimize supply to the field locations;
• Schedule and coordinate vehicles and drivers, including driver booking schedules;
• Ensuring timely maintenance and fueling of all project vehicles;
• Tracking and ensuring timely renewal of CHS vehicle insurance;
• Working closely with the finance team to maintain an updated asset register for CHS assets;
• Support in physical asset verification exercises, and ensuring that the asset register is accurate and updated;
• Other general administrative duties as assigned.

Key Deliverables

• Timely logistical and administration support
• Ensure attendance to clients and calls at the reception
• Training/workshop administrative support
• Accurate information management
• Timely and efficient fleet management
• Efficient stores management
• Ensuring timely tagging of procured CHS assets and updated inventory log
• Timely distribution of assets and supplies, documentation and reporting of the same

Professional Requirements

• Bachelor’s Degree in any business related field or its equivalent.
• At least five years’ progressive experience in office management preferably with a health-orientated NGO.
• Proficiency in MS Office tools and office automation solutions.
• Certificate in Secretarial duties or front office operations is an added advantage.

Functional Skills

• Outstanding levels of integrity
• Working knowledge of USG rules and regulations
• Ability to maintain confidentiality
• Strong written and verbal communication skills
• Good organization
• Good interpersonal skills
• Inventory management
• Negotiation skills and problem solving skills
• Working knowledge of ERP systems