We are seeking a highly motivated individual to join our team in the role of [Job Title]. The ideal candidate will possess a [specific degree or certification, if applicable], along with [X] years of relevant experience in [industry or field]. Proficiency in [specific software, tools, or languages] is essential, and strong analytical, problem-solving, and communication skills are required. Key responsibilities include [responsibility 1], [responsibility 2], and [responsibility 3], with the ability to [specific task or duty] as needed. The successful applicant will collaborate with cross-functional teams to [specific goal or objective], ensuring alignment with company objectives and maintaining high standards of quality and efficiency. This position offers an opportunity to contribute to [specific project, initiative, or company goal] while growing professionally within a dynamic and innovative environment.
All roles with the same title will adhere to these responsibilities, with specifics to be outlined in the Work and Development plan.
Ensure full compliance with all NRC policies, handbooks, guidelines, and donor-specific requirements throughout all operational activities.
Support the execution of the logistics and administration function’s portfolio in alignment with the established Plan of Action.
Deliver fundamental logistics and administrative assistance to ensure efficient operational workflows and organizational effectiveness.
Compile status reports on an as-needed basis in accordance with management directives.
Properly organize and maintain all supporting documentation in accordance with established filing protocols to ensure accuracy, accessibility, and compliance with regulatory standards.
Assist in the strategic planning and execution of logistics and administrative operations to ensure seamless workflow and operational efficiency. Collaborate with cross-functional teams to coordinate activities, streamline processes, and maintain accurate documentation. Support the organization of resources, schedules, and workflows while adhering to established policies and procedures. Contribute to the optimization of logistical arrangements and administrative workflows to enhance productivity and meet organizational objectives.
Maintain accurate administrative records, oversee supplier relationships, manage logistical documentation, and ensure the proper upkeep of equipment.
To foster continuous improvement within the logistic and administrative functions, develop and disseminate innovative ideas aimed at enhancing operational efficiency and effectiveness.
Execute additional responsibilities as directed by the Line Manager.
Responsibilities
We are currently seeking organized individuals to fill administrative support positions within our team. The ideal candidates must possess exceptional attention to detail, strong communication skills, and the ability to manage multiple tasks efficiently in a fast-paced environment. Proficiency in Microsoft Office Suite, including Word and Excel, is required, along with prior experience in office administration, customer service, or a related field. Duties will include managing correspondence, scheduling appointments, maintaining records, coordinating meetings, and providing general administrative support to ensure smooth operations. The successful applicant must demonstrate reliability, discretion, and the capacity to work both independently and collaboratively within a team.
Verify that the office adheres to all administrative legal obligations, such as tax compliance, government registrations, and local licensing requirements within the operational jurisdiction.
Ensure the office premises remain consistently clean and well-organized, fostering a productive and professional atmosphere for all employees.
Oversee tenancy agreements by monitoring expiry dates and proactively notifying all relevant occupants prior to contract termination.
Coordinate travel logistics efficiently by arranging flights and securing hotel accommodations for staff and visitors alike.
Enhance the organization’s image through meticulous attention to office layout and a consistently professional appearance.
Deliver exceptional reception services by extending a cordial greeting to visitors and promptly attending to their inquiries and requests.
Oversee the inventory of refreshments, cleaning supplies, and materials to guarantee sufficient stock levels while adhering to stringent quality and hygiene protocols.
Ensure all field offices’ utility bills and guesthouse rents are paid promptly and accurately.
Oversee the procurement, organization, and upkeep of office supplies, equipment, furniture, and fixtures to maintain operational efficiency and functionality.
Educate staff on organizational policies and procedures, providing clear guidance to foster understanding and ensure adherence to established guidelines.
Ensure that office buildings and accommodation facilities are consistently maintained, promptly repaired, and kept orderly and clean.
Handle any additional tasks or responsibilities as directed by your supervisor.
We are seeking candidates to fill positions within our Logistics Support team at NRC. These roles require individuals capable of providing comprehensive logistics assistance to ensure seamless operations. Ideal applicants must demonstrate expertise in coordinating transportation, managing inventory, and optimizing supply chain processes. Strong organizational skills, attention to detail, and proficiency in logistics software are essential for success in these positions. Additionally, effective communication and problem-solving abilities are crucial for collaborating with cross-functional teams and addressing logistical challenges.
Maintain adherence to all procurement processes as outlined in the logistics handbook and donor specifications.
Crafting RFQs, soliciting quotations, conducting bid evaluations, and entering purchase orders into the system are key responsibilities.
The system facilitates the submission and tracking of approvals within Agrees.
Draft supplier contracts to establish legally binding agreements with external vendors, ensuring all terms and obligations are clearly defined. Collaborate with procurement teams to negotiate pricing, delivery schedules, and service-level agreements while managing risk and compliance requirements. Prepare, review, and finalize contract documentation, including clauses related to payment terms, warranties, and termination conditions. Verify that all agreements align with company policies and regulatory standards before obtaining necessary approvals. Monitor contract performance and address any disputes or deviations to maintain strong supplier relationships and operational continuity.
Receive supplier invoices, process them systematically, and forward the corresponding payments to the finance department for timely settlement.
Ensure the contract management form remains current at all times.
Collaborate with suppliers to guarantee timely and precise receipt of goods and services.
Assist in coordinating the transportation of materials in accordance with established procedures and within specified timeframes.
Ensure the timely submission of precise stock and asset inventories and reports to the Country Logistics Officer.
Maintain a well-organized filing system for procurement documents to facilitate efficient retrieval when necessary, as well as a dedicated archive for outdated materials.
Ensure the prompt and efficient distribution of materials and supplies to designated field offices, maintaining strict adherence to scheduled timelines.
Responsible for managing both permanent and temporary office vehicles to facilitate daily operations and ensuring their payments are processed promptly.
Monitor the office generator log sheet, track daily fuel consumption, and prepare monthly reports.
Perform any additional tasks or responsibilities as directed by your supervisor, as required.
Qualifications
A Bachelor’s Degree or higher-level qualification in Business Administration, Logistics, or a related discipline is highly desirable.
We seek candidates with at least three years of professional experience in a comparable position.
Professional experience in administrative or logistical roles within humanitarian or recovery operations is essential.
Individuals should possess prior experience gained from roles situated in intricate and unpredictable environments.
Achieved outcomes pertinent to the responsibilities of the role have been meticulously recorded.
Proficiency in English, Swahili, and the local language is required.
Proficiency in the context of Kakuna is a fundamental requirement for this position.
Experience of working with INGO in a similar capacity will be an added advantage
Qualifications
BA/BSc/HND
Experience Required
3 years
