Vacancies at Alliance for a Green Revolution in Africa (AGRA)

The Position

 Logistics and Stores Coordinator Job Reference: LSC/OPS/03/2025

 The Logistics and Stores Coordinator will optimize inventory control and ensure that the logistics functions contribute to the overall efficiency of the organization. The role supports smooth daily operations, minimizes operational disruptions, and ensures that the right items are in place at the right time contributing to operational success.

The ideal candidate will be responsible for coordinating vehicle logistics, store management, courier support, and coordination of maintenance of office equipment for the AGRA headquarters Office in Nairobi. The role oversees the receipt, storage, and dispatch of goods, maintaining accurate stock levels and ensuring the logistics operations run smoothly. The role is also responsible for managing staff parking services in liaison with the office building management.

 Key Duties and Responsibilities:

• Coordinate transport requests from staff for both taxi and car hire requests and ensure necessary approvals and compliance as per AGRA policy.
• Verify AGRA car hire fleet recommendation based on the service level agreement.
• Action field logistic requests as per program requisitions provided.
• Plan and inform program teams on security field logistics route planning as per programme itinerary.
• Coordinate office courier services as per vendor Service Level Agreements.
• Provide office messenger services for internal stakeholders.
• Liaise with suppliers, vendors, and internal teams to ensure timely and cost-effective delivery of required inventory.
• Raise requisitions and follow up on required approvals on the Oracle system.
• Receive purchases and inspect to ensure that it meets the quality standards, record store receipts, and issue inventory as per store inventory guidelines.
• Reconcile inventory records through monthly and annual stock takes and submit monthly/quarterly inventory reports to the Senior Administration Officer.
• Ensure correct storage of goods per the occupational safety and health regulations.
• Confirm all assets for asset tagging.
• Review the accuracy of the inventory database and records.
• Track asset movement and oversee proper documentation on filing of assets movement forms.
• Confirm equipment is in working order in accordance with the daily pre-start safety checks.
• Coordinate with service providers and ensure the servicing of office equipment as per annual service plans.
• Ensure invoice confirmation for both goods and services against contracts and framework contracts are in place.
• Verify equipment and consumables invoices against stocks/inventory received.
• Consult with various Units to understand their logistics and store requirements for efficient planning.
• Manage AGRA office/ staff parking by ensuring that slots assigned to AGRA are available when needed and staff have the required passes to access the car park.
• Escalate any security concerns raised by premise management as far as access to parking services is concerned.
• Conduct security clearance for AGRA assets for both offsite offices and courier purposes.
• Sequence the loading and offloading of vehicle.

Key Qualifications and Experience Required:

• A minimum of a Diploma in Business Administration, inventory, or store management, or equivalent from a recognized Institution.
• Experience in logistics, supply chain, or warehouse management will be an added advantage.
• Experience in route planning and working with third-party logistics service providers.
• Training in logistics/fleet/health/inventory management.
• Ability to work independently in a diverse environment.
• Proficiency in computer use and other office operations systems.
• Familiarity with working for non-profit organizations or public enterprises.
• Demonstrates a strong understanding and direct experience in logistics and inventory management processes, including the ability to efficiently coordinate the movement, storage, and tracking of goods and supplies.
• Demonstrates the ability to conduct specialized training in health, logistics, or inventory management.
• Possess strong organizational abilities to manage multiple tasks and deadlines.
• Must have a good understanding of safety regulations related to warehousing and logistics.
• Ability to maintain accurate records and documents related to stores and logistics.
• A valid driver’s license is required for this role.

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 The Position

 Office Administrator Job Reference: OA/OPS/03/2025

 The Office Administrator plays a key role in managing the day-to-day administrative functioning of the Nairobi Office, ensuring efficient and smooth operations, and supporting staff and management in their daily tasks. This role is responsible for facility management, administrative purchases & vendor contracts coordination, and supervision of two admin staff.

The ideal candidate will be responsible for ensuring the AGRA HQ office is run in a proactive and effective manner anticipating office needs in addition to overseeing office security and logistics.

Key Duties and Responsibilities:

• Ensure an efficient, safe, and clean office environment by overseeing cleaning services, office maintenance and furniture and fittings with the assistance of the Office Administrative and Conferencing coordinator.
• Implement office seating plans in consultation with the Senior Administrative Officer and the People and Organizational Development unit.
• Oversee office security to ensure both physical and health safety.
• Facilitate office access control, including granting approval for office access card allocation, office keys assignment, and visitor access cards.
• Oversee third-party off-site storage of AGRA documents and assets, and their access as required.
• Prepare TORs for procurement of goods and services and procurement-related processes to facilitate the onboarding of new administration vendors and procurement of goods and services.
• Provide oversight of office vendors’ performance and evaluation of the provision of both goods and services.
• Process administrative procurement documentation as per the administration procurement plan.
• Process invoices payment by verification against budget, allocations, and coordinate approvals.
• With the disposal committee, implement the disposal of old assets guided by the procurement policy.
• Oversee implementation of the office logistics plans as per AGRA vehicle policy, car hire and taxi services Service level agreements.
• Advisory on trip management and field security planning.
• Ensure vehicle log sheets are prepared and maintained daily.
• Provide monthly logistics reports.
• Map office purchasing needs and specifications and process office consumables with the assistance of the Stores & Logistics officer.
• Enforce monthly stores reconciliations and annual stock take.
• Oversee headquarters office statutory compliance to Occupational safety & health.

Key Qualifications and Experience Required:

• Bachelor’s degree in administration, Procurement, Supply chain or Business Management.
• Experience in handling admin-related procurement processes.
• Proven experience in administration/operations is required.
• Must have a good understanding of the supply chain processes.
• Experience in handling office or people security.
• Computer proficiency and familiarity with a range of software applications.
• Familiarity with working for non-profit organizations or public enterprises.
• Demonstrates the ability to effectively coordinate and oversee statutory compliance, safety protocols, security measures, external audits, and team management to maintain a safe, compliant, and efficient office environment while ensuring adherence to relevant laws and regulations.
• Exhibits the ability to effectively manage information and documentation, ensuring proper filing, retrieval, and maintenance of records.
• Demonstrates financial expertise to effectively manage budgets and monitor expenditures.
• Exhibits expertise in efficiently managing and coordinating logistical operations.
• Demonstrates expertise in vendor management that involves establishing, nurturing, and maintaining strategic relationships with suppliers.