Logistics and Administration Officer at Concern Worldwide

Job Location: Lodwar, Turkana
Reports to: Programme Manager, Turkana; Logistics Manager, Nairobi
Direct Reports: Driver
Contract Details: One (1) Year renewable
Group Medical Cover (Principal and 3 dependents)
Group Life Cover
Group Personal Accident cover
Salary: Starting salary of Grade 5 as per Concern's pay scale

Job Summary:

The incumbent will provide efficient and effective logistical and administrative support in the County in compliance with Concern’s and Donor policies & procedures

Main Duties & Responsibilities:

• General
• To ensure that the field office maintains standard Concern systems and best practice for logistics and administration functions;
• Logistics Support
• In liaison with the Nairobi office ensure efficient and timely systems support for programme implementation e.g. submitting invoices for accommodation
• Submitting monthly Stock Reconciliation Report and Transport Reports
• Movement planning for Concern vehicle
• Scheduling vehicle servicing and tyre replacement in advance of due dates
• Maintaining the Inventory for Turkana offices
• Ensuring that the Fixed Asset Register is up to date
• Maintain a store in the Lodwar office for general office supplies
• Vehicle Rental
• Submitting SRs to Nairobi for vehicle hire, adhering to the procurement time lines, and supported by a movement plan
• Inspecting vehicles, when possible, before they are used
• Ensure that an approved PO has been issued to the supplier for all rentals
• Monitor fueling of rented vehicles, when Concern is responsible for fueling
• Follow through with suppliers for timely submission of invoices and log sheets
• Review log sheets for accuracy and completeness.
• Administration Management
• Liaise with Sapcone for proper running and maintenance of the office premises and administration services in the Lodwar office
• Liaise with Sapcone for submission of rent invoices for processing by Nairobi
• Organize transport and accommodation in Lodwar for visitors
• Ensure adequate supply and proper utilisation of office consumables
• Assist in photocopying, scanning and sending of programme support documents
• Monthly top-up of electricity
• Schedule repairs and maintenance for equipment and generator, as needed
• Responsible for health & safety procedures for all offices, including replenishment of first aid kits, servicing of fire extinguisher
• Ensure all paperwork filing is complete, accurate, up to date, and in correct order so as to easily facilitate checks and audits
• Procurement Management
• Responsible for any procurements carried out in Lodwar e.g. stationery
• Processing SR’s (authorised correctly, adherence to donor specific rules)
• Updating SR Tracking Sheet for any procurements carried out in Lodwar
• Collecting quotations
• Liaising with suppliers, for delivery of services and supplies locally
• Receiving and documenting all deliveries through GRNs
• Sending invoices to Nairobi for payment
• Adhere to the principle of ‘value for money’ in all procurements
• Security Management
• Perform security management tasks, if delegated
• Safety & security incident reporting in the County and submitting to Nairobi
• To adhere to the standards of conduct outlined in the Concern Code of Conduct and associated policies.
• To support and promote the standards outlined in the code of conduct and associated policies to their team, partner organizations and beneficiaries, and be committed to providing a safe working environment.
• Responding to Emergencies
• Participate and contribute, as necessary, towards Concern’s emergency response
• Comply with Concern’s health, safety and security guidelines during emergencies.
• Concern Code of Conduct and Associated Policies
• To adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies
• To support and promote the standards outlined in the Code of Conduct and Associated Policies to your team, partner organisations and beneficiaries and be committed to providing a safe working environment
• To contribute to the establishing of preventive measures to reduce the potential for abuse and exploitation in Concern’s programme

Qualifications, skills and Experience:

• Degree in Business Administration, Supply Chain Management, Operations or relevant field
• Professional Certification in procurement and logistics or relevant field
• Basic accounting skills
• At least three (3) years’ experience in a similar role. Previous experience of working in an NGO.
• Excellent organizational, interpersonal and communication skills
• Proficiency with computers programmes, excel, word, spread sheets
• Innovative, team player with an ability to work under pressure

Concern has an Organizational Code of Conduct (CCoC) with three Associated Policies the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organizations, and the standards of behavior expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. *Follow Concern online: www.concern.net