Concern Worldwide Logistics and Administration Assistant Jobs in Kenya

Concern Worldwide Logistics and Administration Assistant Jobs in Kenya

Job Purpose:

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 and Responsibilities

General

To ensure that the field office maintains Concern internal systems and best practice for logistics and administration functions. In liaison with the Nairobi and Isiolo teams, ensure efficient and timely systems support for programme implementation.

Logistics and Procurement Support

Under the guidance of the logistics team in Nairobi and the county manager, facilitate all local procurement processes in Isiolo office including reviewing of SRs for completeness, collecting quotations, processing LPOs and general liaison with local suppliers.

Support processing and submitting invoices for all field office procurements, accommodation and conferences to Nairobi for payments.

Update SR Tracking Sheet for any procurements carried out in Isiolo

Submit monthly Stock Reconciliation Report and Transport Reports

In liaison with the county managers and Nawiri admin officer, facilitate vehicle movement planning for Concern programming in Isiolo whenever necessary.

With support from the systems team in Nairobi, support maintaining the Inventory for Isiolo office and ensure the Fixed Asset Register is up to date.

Administration and Finance Support

Liaise with Nawiri Admin for proper running and maintenance of the office premises and administration services in the Merti, Garbatulla and Isiolo office including ensuring general office supplies are available

Support organize accommodation for visitors where needed

Receive all payment documents from Isiolo, Merti and Garbatulla for County and Sn. Manager H&N approval and submit to CRS Isiolo and Concern Nairobi for payment

Assist in photocopying, scanning and sending of programme and payment support documents and filing is complete, accurate, up to date, and in correct order to facilitate checks and audits

Liaise with Sub County Managers to schedule repairs and maintenance for equipment and offices where needed

Update payment tracker for payment done by Concern and CRS on a weekly basis

and share out with County Managers

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 measure to meet Core Humanitarian Standards (CHS)

Any other duties as assigned by the Line Manager
Person Specification

Minimum Education, Qualifications & Experience Required:

Diploma in Business Administration, Supply Chain Management, Operations or relevant field
Basic accounting skills will be an added advantage

At least two (2) year experience in a similar role. Previous experience of working in an NGO.

Professional certification in procurement and logistics or relevant field

Proficiency with computers programmes, excel, word, spread sheets

Preference will be given to candidates who have:

High integrity and demonstrated ability to follow standards and policies

Ability to work in a systematic and organized manner

Energy to work long hours when needed and be out in the field all day

Excellent organizational, interpersonal and communication skills

Positive attitude and willingness to learn

Innovative, team player with an ability to work under pressure

Competencies required:

Good communication skills and can work well with others

Deliver results

Creative and innovative and open minded to changes

How to Apply

Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to nairobi.hr@concern.net with the subject of the email as ' Logistics and Administration Assistant’

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