Concern Logistics & Admin Officer NGO Jobs

Concern Logistics & Admin Officer NGO Jobs

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:


  • 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

    How to Apply

  • Please send a cover letter, a detailed cv with three referees ”**Logistics and Administration Officer”** on the reference line to

  • on or before 19th February 2021.Only shortlisted qualified candidates will be notified.


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