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:
General
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
nairobi.hr@concern.net on or before 19th February 2021.Only shortlisted qualified candidates will be notified.
CONCERN WORLDWIDE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT CHARGE FOR RECRUITMENT
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