Concern Worldwide Logistics and Administration Officer - Wajir Jobs in Kenya

Concern Worldwide Logistics and Administration Officer - Wajir Jobs in Kenya


Job Summary

  • The incumbent will provide efficient and effective logistical and administrative support in emergency response in the County in compliance with Concern’s and Donor’s policies & procedures

    Main Duties & Responsibilities

    Logistics Support

  • To ensure that the field office maintains standard Concern systems and best practice for logistics and administration functions;

  • To liaise with the Nairobi office to ensure efficient and timely systems support and collaboration necessary to implement the programme

  • Tracking and reporting on transport and administration expenditure

  • Ensure transport procedures are followed in relation to transport reports, movement planning and vehicle servicing. Maintain a regular vehicle status indicating vehicle service and repair schedules

  • Responsible for Concern’s assets and inventory management

  • Responsible for Concern’s stores

  • Compile and submit monthly logistics reports to the Manager Logistics Compliance and Partners

  • Ensure Concern procedures are adhered to at all times as per Concern Procurement, Warehousing and Transport manuals

  • Responsible for organising dispatch, loading and unloading of deliveries

    Vehicle Rental

  • Liaising closely with the Procurement officer in Nairobi, oversee the work of vehicle rentals and the preparation of monthly vehicle hire and fuel reports

  • Coordinate and work closely with the program staff for all vehicle rentals

  • Ensure vehicle hire Suppliers Requests are submitted to Nairobi in a timely manner adhering to the procurement process timelines

  • Ensure rented vehicles are engaged with an approved LPO

  • Monitor and ensure fuelling of vehicle rentals is coordinated as required.

  • Follow through with suppliers for timely submission of invoices and log sheets

  • Review log sheets for accuracy and completeness.

    Procurement Management

  • Responsible for procurements done locally (Except vehicle hire, toners and bulk stationery). This includes the following:

  • Responsible for procuring of services e.g. conferences/meals and accommodation

  • Processing SR’s ( authorised correctly, donor specific rules)

  • Updating Supplier Requests tracking sheet

  • Collecting quotations

  • Preparing quote evaluation forms and local purchase orders

  • Liaising with Suppliers

  • Receiving and documenting all deliveries

  • Processing invoices for payment

  • Completing payment requests

  • Day to day management of supply and service contracts, framework agreements with pre-qualified suppliers.

    Administration Management

  • To ensure proper running and maintenance of the office premises and administration services in the Wajir office

  • Organize transport and accommodation for visitors and prepare
    payment requests for the same

  • Ensure adequate supply and proper utilisation of office consumables

  • Contribute to the development & review of admin quarterly costed work plan

  • Assist in photocopying, scanning and sending of programme documents

  • Ensure all paperwork filing is complete, accurate, up to date, and in correct order so as to easily facilitate checks and audits
    Security Management

  • Perform security management tasks as delegated by the Nairobi Security focal Point or Systems Director

  • Safety & security incident reporting in the county and furnishing the Security Focal Point and Systems Director with the same

  • Code of Conduct and Associated Policies

  • 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.

    Job Specifications

  • Degree in Business Administration, Supply Chain Management, Operations or relevant field

  • Professional Certification in procurement and logistics or relevant field

  • At least one (1) years’ experience in a similar role. Previous experience of working in an NGO is preferred.

  • Excellent organizational, interpersonal and communication skills

  • Proficiency with computers programmes, excel, word, spread sheets Innovative, team player with an ability to work under pressure.

  • This job description is not exhaustive and may be revised by the line manager from time to time.

    How to Apply

  • Interested applicants, who meet the above requirements, should send their CV and Cover Letter only to

  • nairobi.hr@concern.net with the subject of the email as ‘Logistics and Administration Officer - Wajir’.

  • The closing date for applications is Friday 3rd January 2020.

  • Each application should include at least three referees who can validate technical expertise.

  • Only shortlisted candidates will be contacted for interview.


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