Logistics and Admin Officer at Mission inclusion

JOB SUMMARY

• Under the supervision of the Finance Controller, the Logistic and Admin Officer will ensure that all administrative and logistic functions in the Mombasa office are completed effectively and in a timely manner.
• The Logistic and Admin officer role involves in coordinating logistical operations, managing administrative tasks, and providing support in procurement activities. This role involves providing administrative support to the team, including scheduling, document management, and correspondence handling.
• Additionally, the Logistics and Administration Officer assists in procurement activities by sourcing vendors, obtaining quotes, and managing documentation related to expenses. Compliance with regulations, policies, and procedures is essential, as is the maintenance of uptodate records. The role requires strong organizational, communication, and problemsolving skills, as well as proficiency in relevant software applications.
• The role is also responsible for promoting and upholding a commitment to the efficient use of Mission inclusion and donor resources. It involves ensuring compliance with donor’s requirements and regulations, and reporting.

ROLES AND KEY RESPONSIBILITIES
Logistics Management:

• Coordinate and oversee logistical operations including transportation, warehousing, and distribution of goods and supplies.
• Ensure timely delivery of materials and equipment to projectsites or designated locations.
• Optimize logistics processes to minimize costs and improve efficiency.

Inventory Control:

• Maintain accurate inventory records and monitor stock levels.
• Conduct regular stock checks and reconcile inventory discrepancies.
• Coordinate with procurement to ensure timely replenishment of supplies.

Administrative Support:

• Provide administrative support to the team, including managing schedules, coordinating meetings, and handling correspondence.
• Maintain filing systems and organize office resources effectively.
• Scan documents as and when received forsubmission to the regional office for payment processing.

Facility Management:

• Oversee the maintenance and upkeep of office facilities and equipment.
• Coordinate repairs and maintenance services as needed.
• Ensure compliance with health and safety regulations.

Procurement Assistance

• Assist in procurement activities, including sourcing vendors, obtaining quotes, and processing purchase orders.
• Manage the process of obtaining quotations and preparing documentation related to expenses.
• Maintain procurement records and documentation in accordance with organizational policies.

Compliance and Documentation:

• Ensure compliance with relevant regulations, policies, and procedures.
• Maintain accurate and uptodate records related to logistics, administration, and procurement activities.

Information technology:

• Oversee the formulation, interpretation and application of IT policies, procedures, rules and regulations.
• Provide appropriate information and guidance on emerging and best practices in IT.
• Oversee the organization’s network and liaising with IT suppliers and support services provider.

EDUCATION AND EXPERIENCE

• Bachelor of Commerce, Business Administration, or related undergraduate Degree or its equivalent for a recognized university.
• At least 3 years working experience in financial and admin in an INGO or a large organization.
• Extensive experience and understanding of accounting for donors, knowledge of GAC’s rules, regulation and procedures preferred.
• Strong budgeting and forecasting experience.
• Practical experience managing consortialed grants.
• Good knowledge of Enterprise resource planning and Excel.
• Fluency in English and in French is required. Kiswahili and/or Portuguese a plus.
• Experience in MS Office package, Web Conferencing Applications.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong analytical skills, problem solving capacities and attention to details.
• Ability to work with other in a constructive way.
• Strong relations management abilities.
• Ability to relate to people at all levels internally and externally.
• Strategic in how you approach each relationship.
• Team leadership abilities with diverse/multicultural teams. Coaching skills.
• Proactive, resourceful, solutionsoriented, and resultsoriented.
• A good understanding of human rights, women’s rights, and socioeconomic justice.