Officer, Logistics and Administration at Concern Worldwide

Job Summary:

To provide efficient and effective logistical, financial and administrative support in Lodwar office and ensure that the field office maintains standard Concern systems and best practices for logistics, finance and administration functions in compliance with Concern’s and Donor policies and procedures.

Main Duties and Responsibilities:

Logistics Support

• In liaison with the Nairobi office ensure efficient and timely systems support for programme implementation e.g. submitting invoices for conference facilities, accommodation etc.
• Submitting monthly Stock Reconciliation and Transport Reports
• Maintaining an inventory for Turkana offices
• Movement planning, scheduling vehicle servicing and accessory replacement
• Ensuring that the Fixed Asset Register is up to date

Vehicle Rental

• Submitting SRs to Nairobi for vehicle hire, adhering to the procurement time lines
• Inspecting vehicles, when possible, before they are used
• Ensuring that an approved PO has been issued to the supplier for all rentals
• Follow through with suppliers for timely submission of invoices and log sheets and review for accuracy and completeness
• Updating PO tracker for vehicle hires

Administration Management

• Liaise with landlord for proper running and maintenance of the office premises and timely submission of invoices.
• Organize transport and accommodation for visitors to Turkana
• Ensure adequate supply and proper utilisation of office consumables
• Assist in document reproduction e.g. photocopying, scanning and sending programme support documents to Nairobi via courier.
• Schedule repairs and maintenance for equipment as needed
• Responsible for health & safety procedures for all offices, including replenishment of first aid kits and servicing of fire extinguishers
• Ensure all paperwork filing is complete, accurate, up to date and in correct order.

Procurement Management

• Responsible for any procurements carried out in Lodwar e.g. stationery, water supply, office consumables etc
• Processing SR’s (authorised correctly, adherence to donor specific rules)
• Liaising with suppliers, for delivery of services and supplies locally including receiving and documenting all deliveries and sending invoices to Nairobi.
• Issuing tender documents to requestors and recording the same upon receipt.

Financial Management

• Assist finance with implementation of finance payment procedures
• Follow up on outstanding floats from field staff
• Review the completeness of payments request sent to finance for payment
• Keep a log of payments made using scanned copies and make sure the original documentations are sent to Nairobi for filing
• Assisting finance with physical follow up of VAT refunds, where needed

Security Management

• Ensuring compliance with security Standard Operating Procedures for safety of premises and vehicles
• Safety & security incident reporting.

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment.
• Participating and contributing towards Concern’s emergency response, as and when necessary.
• Take all possible measures to meet Core Humanitarian Standards (CHS).
• Any other duties as assigned by the Line Manager.

Person Specification

Minimum Education, Qualifications & Experience Required:

• Degree in Business Administration, Supply Chain Management, Operations, Commerce or relevant field
• Professional Certification in procurement and logistics or relevant field
• Basic accounting skills e.g. CPA 1 will be added advantage
• At least Four (4) years’ experience in related field with progressively responsible experience.
• Excellent organizational, interpersonal and communication skills
• Proficiency with computers programmes, excel, word, spread sheets
• Innovative, team player with an ability to work under pressure
• Fluent in both written and spoken Swahili and English
• Previous experience of working with an NGO

Competencies required:

• Aware of self and adapts and uses abilities to work well with others.
• Systematically develops plans, makes clear, informed and timely decisions.
• Acts to inspire others supports them to achieve excellent results.
• Engages with others inside and outside the organisation, gathers and shares a wider knowledge of issues relevant to Concern’s work
• Focused on continual improvement; seeks out, develops and successfully implements new ideas