Administration and Logistics Officer

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Description

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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 

• 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: 

• 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:

• 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:

• 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  

• 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.

 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.

 Source: https://jobs.plan-international.org/job/Homabay-Administration-and-Logistics-Officer-Homabay/1051962101/

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