Operations & Logistics Officer at ACDI/VOCA

• The Office and Operations Officer will handle all aspects of the administration and operations in the country office. She/He will be based in Nairobi Office and reporting to the Procurement Manager

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Administrative:

• Coordinating front-desk activities, including receiving phone calls, screening, and determining the nature of calls, distributing, and redirecting correspondence appropriately
• Arranging appointments and meetings when requested including managing an active calendar of appointments, composing, and preparing correspondence
• Assist in setting up of office conference room and other logistics prior to meetings/training events as well as arranging refreshments where necessary
• Replenish the First Aid Box with all the necessary drugs and ensure that all required drugs are always available
• Overseeing property maintenance as well as supervising office cleaners to ensure office cleanliness is maintained.
• Assist with operations setup for new staff members to ensure smooth orientation.
• Filing, records keeping and offering administrative support to the team

Travel/Transport Management:

• Support the Operations and Logistics Specialist with regular service schedules for RLA vehicles to ensure all vehicles are safe and roadworthy and that vehicle service is done in a timely manner.
• Track vehicle maintenance and update the trackers. Attach the same to vehicle repair payments.
• Manage all vehicle related procurements e.g., vehicle accessories, tyres and preparing the necessary documentation.
• Ensure vehicle insurance is renewed timely and request for comprehensive insurance from HQ. Track insurance expiry dates.
• Ensure that the vehicle log system is functioning optimally and producing accurate reports for use in daily mileage and service logging.
• Responsible for checking vehicle log sheets from the drivers.
• Preparing timely fuel payment in collaboration with the drivers and analyzing the consumption patterns.
• Ensure vehicle incidents reports are completed on a timely basis and reported to the relevant senior staff.
• Assist the Operations and Logistics Specialist in arranging travel movements e: g pickups/drop offs if needed.

Asset Management:

• Responsible for managing stationery, issuing to staff, maintaining an updated record, and replenishing the stoc
• Responsible for kitchen supplies, issuing to kitchen staff, maintaining an updated record and replenishing the stoc
• Ensure that inventory is logged, tracked, updated accordingly and that all inventory reports are prepared for quarterly submission
• Updating and maintaining the asset database. Tagging of all equipment bought and entering them into the system as well as tracking issuance of equipment to staff.

Procurement

• Coordinates with the procurement team as required to procure items required for smooth operation of the office.
• Ensure petty cash management, issuance and reconciliation as per organization policy. Perform petty cash counts daily.
• Ensures maintenance of office equipment such as photocopiers and scanners are done timely and promptly.
• Ensures maintenance, and repair of all office facilities including electricity supply, water and plumbing are done timely and promptly.
• Prepare payments for invoices as well as recurring/monthly bills like security, cleaning services, rent, telephone, stationery and submit the same to finance for settlemen Maintain a calendar/tracker for monthly bill and ensure they are settled timely.
• Prepare purchase requisitions for miscellaneous items as needed and assist with preparation of day-to-day procurement documentation as needed.
• Support PREG activities airtime/bundles top ups
• Ensures all operations related documents are saved on SharePoint on a regular basis.
• Perform other tasks as requested by your supervisor or management.

QUALIFICATIONS:

• Bachelor’s degree in business management, secretarial, front office Operations, or any relevant field
• At least two years of experience in an administrative role preferably in an NGO
• Must be pleasant with a warm and outgoing personality
• Good written and verbal communication and interpersonal skills
• High level of organizational skills
• Ability to multitask, handle pressure as well as possess stress management skills
• Must be a problem solver and self-starter. Must exercise creativity and innovation, good communication, leadership, and reporting skills.