Job Summary:
The Administrative and Logistics Assistant plays a crucial role in supporting the smooth operation of administrative functions and logistics within the organization. This role involves managing office tasks, coordinating logistical activities, and ensuring efficient workflow across departments. The ideal candidate will be organized, detail-oriented, and capable of handling multiple tasks simultaneously while providing exceptional support to both internal teams and external partners.
Main Activities and Responsibilities:
Organize and coordinate logistics for all program activities, including transport, venue hiring, hotel reservations, catering services, printing and when necessary, management of reimbursement payments.
Work with vendors of goods and services to ensure quality and reduced lead time.
Provide administrative and operational support for short term technical assistance (STTA) activities and provide any needed operational tools/forms to ensure proper documentation of the workdays outlined in the scope of work.
Manage supplies and inventory, ensuring regular update of inventory register and replenishments.
Assist in tagging of project equipment, furniture and fixtures while ensuring updates to the asset register.
Overseeing cleanliness of the office and general orderliness of the office.
Managing administration of petty cash ensuring effective management of the cash and accounting for the same.
Organize and supervise repairs in the office, project equipment and vehicles.
Assist with general program operations and field-based activities.
Liaise with and support key program staff to ensure that the program is running effectively and making the best use of project resources.
Ensure communication and updates are regularly shared internally with all the program staff.
Receives, record and oversee sorting out and delivery of mail to internal/external recipients.
Coordination of conference rooms for various staff meetings.
Preparation of both Mpesa & vendor payments paperwork
Uploading documents on one span for signatories.
Support in organizing meetings, appointments, taking minutes and follow up on any action points.
Support in preparing of power point presentations and reports for senior management when the need arises.
Apply for VAT refund and follow up with vendors on approved VAT refunds while ensuring regular update of relevant trackers.
Any other duties as assigned by the Procurement and Operations Manager.
Minimum Skills And Experience Required
Degree in Business Administration/ Office Management/ Public Relations/ International Relations or any other relevant degree from a reputable learning institution.
Minimum of 2 years of continuous experience in a similar role.
Proficiency in office software (e.g., Microsoft Office Suite) and experience with logistics software or ERP systems is a plus.
Demonstrated working knowledge of USAID, DfID and or EU procurement and contract procedures
Strong organizational skills and attention to detail with ability to multitask and work effectively in a fast-paced environment.
Excellent communication and interpersonal skills.
High level of discretion and confidentiality.
Fluent in reading, speaking and writing in English.
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