Logistics and Administration Officer - Wajir at Concern Worldwide

Reports to: Manager - Health and Nutrition (Wajir); with dotted line to the Manager – Logistics Compliance & Partners, Nairobi

Direct reports: Driver

Contract Details:

1 year Fixed Contract, Subject to Availability of Funds and Performance

Starting Salary of the Pay Grade – Kes 99,197

Group Medical Cover; Group Life Cover; WIBA

Job Summary:

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

Main Duties & Responsibilities:

• Logistics Support
  • To ensure that the field office maintains standard Concern systems and best practice for logistics and administration functions;
  • To liaise with the Nairobi office to ensure efficient and timely systems support and collaboration necessary to implement the programme
  • Tracking and reporting on transport and administration expenditure
  • Ensure transport procedures are followed in relation to transport reports, movement planning and vehicle servicing. Maintain a regular vehicle status indicating vehicle service and repair schedules
  • Responsible for Concern’s assets and inventory management
  • Responsible for Concern’s stores
  • Compile and submit monthly logistics reports to the Manager Logistics Compliance and Partners
  • Ensure Concern procedures are adhered to at all times as per Concern Procurement, Warehousing and Transport manuals
  • Responsible for organising dispatch, loading and unloading of deliveries
• Vehicle Rental
  • Liaising closely with the Procurement officer in Nairobi, oversee the work of vehicle rentals and the preparation of monthly vehicle hire and fuel reports
  • Coordinate and work closely with the program staff for all vehicle rentals
  • Ensure vehicle hire Suppliers Requests are submitted to Nairobi in a timely manner adhering to the procurement process timelines
  • Ensure rented vehicles are engaged with an approved LPO
  • Monitor and ensure fuelling of vehicle rentals is coordinated as required.
  • Follow through with suppliers for timely submission of invoices and log sheets
  • Review log sheets for accuracy and completeness.
• Procurement Management
  • Responsible for procurements done locally (Except vehicle hire, toners and bulk stationery). This includes the following:
  • Responsible for procuring of services e.g. conferences/meals and accommodation
  • Processing SR’s ( authorised correctly, donor specific rules)
  • Updating Supplier Requests tracking sheet
  • Collecting quotations
  • Preparing quote evaluation forms and local purchase orders
  • Liaising with Suppliers
  • Receiving and documenting all deliveries
  • Processing invoices for payment
  • Completing payment requests
  • Day to day management of supply and service contracts, framework agreements with pre-qualified suppliers.
• Administration Management
  • To ensure proper running and maintenance of the office premises and administration services in the Wajir office
  • Organize transport and accommodation for visitors and prepare payment requests for the same
  • Ensure adequate supply and proper utilisation of office consumables
  • Contribute to the development & review of admin quarterly costed work plan
  • Assist in photocopying, scanning and sending of programme documents
  • Ensure all paperwork filing is complete, accurate, up to date, and in correct order so as to easily facilitate checks and audits
• Security Management
  • Perform security management tasks as delegated by the Nairobi Security focal Point or Systems Director
  • Safety & security incident reporting in the county and furnishing the Security Focal Point and Systems Director with the same
  • Code of Conduct and Associated Policies
  • 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.

Job Specifications:

• Degree in Business Administration, Supply Chain Management, Operations or relevant field
• Professional Certification in procurement and logistics or relevant field
• At least one (1) years’ experience in a similar role. Previous experience of working in an NGO is preferred.
• Excellent organizational, interpersonal and communication skills
• Proficiency with computers programmes, excel, word, spread sheets Innovative, team player with an ability to work under pressure.

This job description is not exhaustive and may be revised by the line manager from time to time.

Concern has a Concern Code of Conduct & Associated Policies which have been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission. Any candidate offered a job with Concern will be expected to sign the Code of Conduct and Associated Policies as appendices to their contract of employment. By signing the Concern Code of Conduct and Associated Policies candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of these documents. Any breach of the Concern Code of Conduct and Associated Policies by employees of Concern during the course of their employment will result in disciplinary action up to, and including, dismissal

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

CONCERN WORLDWIDE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT CHARGE FOR ANY KIND OF RECRUITMENT