Administrative and Logistics Technical Assistant Kakuma at Norwegian Refugee Council

Job Description

These responsibilities shall be the same for all positions with the same title. Details belong in the Work and Development plan.

• Adhere to NRC policies, handbooks, guidelines, and donor requirements
• Assist with the implementation of the logistic and administration function’s portfolio according to Plan of Action
• Provide logistic and administration basic support  
• Prepare and develop status reports as required by management 
• Ensure proper filing of all support documents
• Assist in the planning and delivery of logistic and administrative activity
• Maintain administrative, logistic records, suppliers and equipment
• Promote and share ideas for improvement of the logistic and admin function
• Perform other duties, as assigned by Line Manager

Responsibilities

Administration roles

• Ensure the office complies with all administrative legal requirements, including taxes, government registrations, and licenses within the area of operations.
• Maintain high standards of cleanliness and organization in the office premises to promote a positive working environment.
• Manage tenancy agreements, including tracking expiry dates and notifying relevant occupants in advance.
• Coordinate efficient travel arrangements, including booking flights and hotel accommodations for staff and visitors.
• Contribute to the continuous improvement of the organization’s image by ensuring proper office layout and professional outlook.
• Provide reception services that deliver a warm welcome to visitors and promptly address their needs.
• Monitor and maintain adequate stock of refreshments, cleaning supplies, and materials, ensuring quality and hygiene standards are upheld.
• Oversee timely payment of utility bills and guesthouse rents for all field offices.
• Manage office inventory, equipment, furniture, and fittings, ensuring proper maintenance and functionality.
• Promote awareness of organizational policies and procedures, offering practical guidance to staff and ensuring compliance.
• Ensure office buildings and accommodation facilities are properly maintained, repaired, and kept in order and cleanliness.
• Perform any other duties assigned by your supervisor.

NRC Logistic support roles.

• Ensure all procurement processes are in compliance with logistics handbook and donor requirements.
• Preparation of RFQs, getting quotations, prepare bid analysis and upload POs into
• Agresso systems to seek approvals.
• Draft supplier(s) contracts 
• Receive supplier’s invoices and submit payments to finance department accordingly
• Maintain updated contract management form
• Liaise with suppliers to ensure prompt and accurate delivery of goods and services.
• Assist with Organizing of transport of materials according to procedures on a timely manner
• Ensure accurate stock and asset list and reports are sent to the Country logistics officer on a timely manner.
• Ensure there is a proper filing system for procurement documents for easier retrieval and when needed and an archive for old documents.
• Facilitate the receiving and dispatching of supplies and project materials to the respective field offices on a timely manner.
• Responsible office permanent and temporary vehicles for day-to-day movements and preparing their payments in right time
• Monitor office generator log sheet, daily fuel consumption and preparing monthly reports
• Any other duties assigned by your supervisor

Qualifications

• Bachelor’s Degree or Higher Diploma in Business Administration and/or Logistics related field preferred
• Minimum of 3 years of experience in a similar role
• Experience working as Administration or Logistics in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Knowledge of English, Swahili and local Language-
• Knowledge of the context in Kakuma is an essential
• Experience of working with INGO in a similar capacity will be an added advantage