Project Description: The Impacting Gender & Nutrition through Innovative Technical Exchange in Agriculture (IGNITE) mechanism is a five-year investment funded by the Bill & Melinda Gates Foundation and implemented by Tanager to improve household nutrition and women’s empowerment by strengthening African institutions’ ability to integrate nutrition and gender into their way of doing business and their agriculture interventions.
IGNITE will work with African institutions to design, implement, and evaluate nutrition-sensitive and gender-integrated agriculture interventions. IGNITE will also strengthen the ability of African institutions to incorporate nutrition and gender equality into their policy priorities and business practices—their way of doing business.
Based on the interventions implemented by IGNITE clients, IGNITE will identify key mechanisms and drivers of demand for the scale up and replication of nutrition-sensitive and gender-integrated interventions. IGNITE activities will be targeted in Burkina Faso, Ethiopia, Nigeria, and Tanzania. Potential clients include NGOs, private sector companies, and government bodies working in agriculture.
Position Summary: Tanager is seeking an logistics and operations officer based in their office in Nairobi, Kenya, to provide logistical and administrative support required for the fulfillment of deliverables under the IGNITE project. This role will also ensure compliance with all relevant regulations in Kenya.
Essential Duties and Responsibilities
Provide logistical and administrative support to Team Leader, Technical Staff, and Consultants in undertaking and managing client assignments
Support IGNITE technical staff in managing logistics of concurrent client assignments.
Oversee and manage the arrangement of travel and accommodation for staff and consultants, including booking hotels, organizing meetings, arranging air and ground travel; tracking messages and communication; and maintaining contact with staff during travel.
Facilitate visas and work permits for staff and consultants.
Monitor security alerts related to staff and consultant travel; advise Team Leader as appropriate on necessary precautions to be taken.
Provide logistical support for events, conferences, and workshops including arranging refreshments and venues
Manage day-to-day office operations
Develop and implement administrative workflows, procedures, and standard quality controls. Implement office support procedures and recommend changes as required.
Maintain office management systems including tracking and coordinating renewals of office lease, utility and service contracts, and other 3rd party contracts.
Ensure adequate stock of office supplies. Oversee maintenance of office equipment such as photocopiers and scanners and ensure repairs are made in a timely fashion.
Oversee the cleaning, maintenance, and repair of facilities including electricity supply, water, and plumbing.
Supervise the office assistant and office administrator
Oversee procurement of project- and office-related materials to ensure effective delivery of activities and services
Ensure that the procurement process is systematic, transparent, and compliant, in line with Tanager Procurement Policy.
Work with the Accountant to ensure that procurements, contracts, and purchase orders represent best value for money and in line with project budget.
Ensure timely processing of purchase requests.
Ensure all procurement documentation is uploaded to SharePoint within 30 days of finalization.
Manage relevant SharePoint repository pages and act as a SharePoint champion for the Kenya office. Provide backstopping support for staff on optimizing SharePoint and other related Microsoft resources like OneDrive, teams, OneNote etc
Establish an effective inventory system. Maintain equipment and furniture inventory list, including location of all assets. Physically verify existence of all inventories on a semi-annual basis.
Support Team Leader in managing staff administrative and compliance aspects.
Ensure adherence to local and other corporate applicable policies, procedures, and schedules. This will include the NGO board regulations and procedures, local licenses and permits among others.
Ensure incidents involving staff and/or property are reported. Provide Team Leader with comprehensive understanding of Tanager’s liability and recommend actions to be taken to limit risk to the project and organization.
Coordinate staff motivation activities like team building among others
Support onboarding of new staff
Other duties as assigned by the supervisor.
Qualifications
Bachelor’s degree in business administration, management, or related field.
Minimum of six (6) years of progressive work experience in office management, administration, procurement and/or facilities management or equivalent including minimum of two (2) years of supervising staff.
Outstanding organizational skills including the ability to multitask and work well under pressure in a fast-paced small team environment and the ability to respond rapidly to changing environments. Strong planning skills.
Good administrative, record keeping, and filing systems skills.
Excellent critical thinking skills and sound judgment. Proven ability to make timely and sound decisions based on accurate judgment.
Excellent oral communications skills.
Strong written communication skills, including demonstrated ability to write required documents in a clear, concise, well-organized manner.
Demonstrated ability to organize and lead the work of others in an atmosphere of multiple projects, shifting priorities, and deadline pressures. Strong mentoring and teambuilding skills.
Advanced computer skills in a Windows based environment including Word, Outlook, PowerPoint, and Excel. As well as other Microsoft working platforms like SharePoint, OneDrive among others.
Accuracy and attention to detail.
Professional proficiency in English required.
