Concern Worldwide Officer, Logistics and Administration - Jobs in Kenya

Concern Worldwide Officer, Logistics and Administration - Jobs in Kenya

Job Summary:

To provide efficient and effective logistical, financial and administrative support in Lodwar office and ensure that the field office maintains standard Concern systems and best practices for logistics, finance and administration functions in compliance with Concern’s and Donor policies and procedures.

Main Duties and Responsibilities:

Logistics Support

In liaison with the Nairobi office ensure efficient and timely systems support for programme implementation e.g. submitting invoices for conference facilities, accommodation etc.

Submitting monthly Stock Reconciliation and Transport Reports

Maintaining an inventory for Turkana offices

Movement planning, scheduling vehicle servicing and accessory replacement

Ensuring that the Fixed Asset Register is up to date


Vehicle Rental

Submitting SRs to Nairobi for vehicle hire, adhering to the procurement time lines

Inspecting vehicles, when possible, before they are used

Ensuring that an approved PO has been issued to the supplier for all rentals

Follow through with suppliers for timely submission of invoices and log sheets and review for accuracy and completeness

Updating PO tracker for vehicle hires


Administration Management

Liaise with landlord for proper running and maintenance of the office premises and timely submission of invoices.

Organize transport and accommodation for visitors to Turkana

Ensure adequate supply and proper utilisation of office consumables

Assist in document reproduction e.g. photocopying, scanning and sending programme support documents to Nairobi via courier.

Schedule repairs and maintenance for equipment as needed

Responsible for health & safety procedures for all offices, including replenishment of first aid kits and servicing of fire extinguishers

Ensure all paperwork filing is complete, accurate, up to date and in correct order.


Procurement Management

Responsible for any procurements carried out in Lodwar e.g. stationery, water supply, office consumables etc

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

Liaising with suppliers, for delivery of services and supplies locally including receiving and documenting all deliveries and sending invoices to Nairobi.

Issuing tender documents to requestors and recording the same upon receipt.


Financial Management

Assist finance with implementation of finance payment procedures

Follow up on outstanding floats from field staff

Review the completeness of payments request sent to finance for payment

Keep a log of payments made using scanned copies and make sure the original documentations are sent to Nairobi for filing

Assisting finance with physical follow up of VAT refunds, where needed


Security Management

Ensuring compliance with security Standard Operating Procedures for safety of premises and vehicles

Safety & security incident reporting.


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 measures to meet Core Humanitarian Standards (CHS).

Any other duties as assigned by the Line Manager.


Person Specification

Minimum Education, Qualifications & Experience Required:

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

Professional Certification in procurement and logistics or relevant field

Basic accounting skills e.g. CPA 1 will be added advantage

At least Four (4) years’ experience in related field with progressively responsible experience.

Excellent organizational, interpersonal and communication skills

Proficiency with computers programmes, excel, word, spread sheets

Innovative, team player with an ability to work under pressure

Fluent in both written and

spoken Swahili and English

Previous experience of working with an NGO


Competencies required:

Aware of self and adapts and uses abilities to work well with others.

Systematically develops plans, makes clear, informed and timely decisions.

Acts to inspire others supports them to achieve excellent results.

Engages with others inside and outside the organisation, gathers and shares a wider knowledge of issues relevant to Concern’s work

Focused on continual improvement; seeks out, develops and successfully implements new ideas


Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission.

Any candidate offered a consultancy opportunity with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their consultancy contract. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.

Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to do consultancy work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, being hired as a consultant with Concern is subject to a range of vetting checks, including criminal background checking.

Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.net


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 "Officer, Logistics and Administration ’’ on or before Sunday, 31st July 2022 ". Only short-listed candidates will be contacted for interview.

Concern Worldwide is an equal opportunity employer and does not charge a fee at any stage of recruitment process (for application, written test, interview, training, medical examination etc.) nor act through recruitment agents. This is applicable for all opportunities including staff and interns.


For more information and job application details, see; Concern Worldwide Officer, Logistics and Administration Jobs in Kenya

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