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    Administration and Logistics Officer at - Nairobi, Kenya - Plan International

    Plan International
    Plan International Nairobi, Kenya

    1 week ago

    Default job background
    Full time
    Description
    Plan International was founded over 75 years ago with a mission to promote and protect the rights of children.

    The organisation was set up by British journalist John Langdon-Davies and refugee worker Eric Muggeridge in 1937, with the original aim to provide food, accommodation and education to children whose lives had been disrupted by the Spanish Civil War.


    ABOUT THE ROLE

    The Administration and Logistics Officer will report directly to the Program Unit Manager for Homa Bay or Kwale depending on their location, with technical support from the Supply Chain Manager.

    They will be responsible as the Front Office contact and offer all administrative related aspects of the office to the internal and external stakeholders.

    This will include management of the Warehouse and all stock movement.

    The role will further support the coordination of logistics and therefore provide supervision of the PU office driver, office stewards/office cleaning team and guards.

    This role will perform critical functions in Y.O.D.A. to ensure effective delivery of their mandate.

    ACCOUNTABILITIES AND MAIN WORK ACTIVITIES
    Front Office Management (30%)

    Act as the first point of contact for all incoming visitors and the organization switchboard and refer these to relevant department or staff members.

    Responsible for opening, closing and monitoring access to the office, using the installed security system at the main door.

    Responsible for timely payment of all utility bills.
    In liaison with the Supply Chain department, ensure annual renewal of all relevant county government permits.
    Manage incoming, outgoing mails and parcels while ensuring proper records are maintained for tracking purposes.
    Management of office petty cash float and adherence to set expenditure guidelines
    Ensure all administration related documents are properly filled.


    Administration:
    (20%)

    Responsible for providing administrative and logistical support to conferences, workshops and meetings. Makes relevant hotel reservations,

    Responsible for ensuring strict adherence to set policies under the overall finance and administration guidelines for the PU office.

    Develop and maintain administration systems, maintain and coordinate Office documentation and information with confidentiality for orderly and easy access to documents/filing system in readiness for external and internal audit requirement.

    Coordinate PU office vehicle(s) ensure that vehicles are periodically scheduled for maintenance and always have valid insurance cover.
    Responsible for coordinating travel for PU office staff, volunteers and visitors by making relevant travel arrangements.
    Responsible for ensuring that Plan travel policies and procedures are well understood and followed at PU Office.
    Oversee provision of cleaning services, ensuring proper maintenance and cleanliness of the offices.

    Procurement, Warehousing and Assets Management (20%)

    Responsible for management of warehouse and stock movement, ensuring all the staff responsible sign against all stock issued and proper records are maintained.

    Produce timely and accurate logistics reporting to the Program Unit Manager. Oversee the office stores management, asset/inventory control.

    Maintain an updated PU office asset register including safe custody of all organisations' assets, maintaining their purchase contracts, ownership documents after sale service contracts and undertaking periodical physical stock takes.

    Liaise with the requesters to ensure goods and services requested are received on time and the necessary documentation satisfactorily done (goods received notes/invoices etc.);
    Process payment as applicable and ensure documentation is submitted to Finance in a timely manner
    Keep proper and an up to date filing system for all procurement documents;
    Update and share the weekly procurement tracker.

    Financial Responsibility (10%)

    Make payments for administrative support expenditures in accordance with Plan policies and procedures
    Manage the petty cash floats both in the office and at the bank and ensure adequate funds are available for the defined requirements
    Preparation and submission of accurate and timely financial reports.

    Risk Management (10%)

    Identify and manage PU Office administrative and logistics risks.
    Promote compliance with Plan Kenya and donor requirements and regulations in all administrative and logistical assignments.

    Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) 5%

    Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International's Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

    Understands their role in upholding Plan International's safeguarding and GEI policies;
    Ensures that they contribute to Plan International's global efforts to ensure safeguarding and GEI

    Other duties 5%

    As assigned by the Line Manager.


    LEADERSHIP COMPETENCIES

    Courageous in taking a lead, focused on Plan International's purpose and making the most effective contribution within my own work context.

    Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.

    Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.

    Honest and efficient in use of resources, including own time.
    Good team player, communicating effectively and being open and supportive towards those around them.
    Behaves in line with our values and safeguarding practices, inside and outside work.


    BUSINESS MANAGEMENT COMPETENCIES
    Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy
    Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security
    Managing activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
    Managing people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills

    TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

    Qualifications/ experience essential:
    Bachelor's in Procurement and Supply Chain Management, Logistics Management, Business or public administration, or any other related field.

    3 years relevant experience in administration, logistics and procurement, or any other relevant degree preferably in a similar position in an NGO.

    CIPS accreditation
    Excellent interpersonal skills, flexible and team player
    Good team management and supervisory skills
    Excellent office management skills
    IT/computer skills
    Knowledge of filing and general record keeping
    Pro-active and excellent time management skills
    Telephone operation skills
    Can work well under pressure and with minimum supervision experience.

    Qualifications/ experience desirable

    Operational experience in project awards and closeouts
    Experience on VAT exemptions procedures and Knowledge of Kenya Government procurement requirements
    Hands on experience and skills in an Enterprise Resource Planning e.g. D365, SAP and other corporate systems

    Languages required

    Excellent written and verbal communication skills in English
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