Job Description
All roles bearing the same title will encompass identical responsibilities, with specific details to be outlined in the Work and Development plan.
Comply with all applicable NRC policies, handbooks, guidelines, and donor-specific requirements throughout all operational processes and decision-making activities.
Supports 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 operations.
As needed, create and compile status reports to meet management’s requirements.
Ensure all supporting documents are accurately filed and maintained in accordance with established procedures.
Support the coordination and execution of logistics and administrative operations as part of a collaborative team effort.
Maintain accurate administrative, logistics, and equipment records, ensuring comprehensive documentation of supplier information and organizational assets.
You are responsible for advocating for and disseminating innovative suggestions aimed at enhancing operational efficiency within the logistics and administrative sectors.
Execute additional responsibilities as delegated by the Line Manager from time to time.
Responsibilities
The key responsibilities associated with this position include the following:
We are seeking a highly organized and detail-oriented professional to join our administrative team. The ideal candidate will manage office operations, coordinate schedules, and ensure efficient workflow. Responsibilities include handling correspondence, maintaining records, and supporting staff with various administrative tasks. Strong communication skills and proficiency in office software are essential. Additionally, the candidate should demonstrate the ability to multitask, prioritize deadlines, and maintain confidentiality. Experience in a fast-paced environment is preferred.
Oversee the fulfillment of all regulatory and legal obligations for the office, encompassing tax compliance, government registrations, and required licenses applicable to the jurisdiction of operations.
Uphold impeccable cleanliness and systematic organization throughout the office space, fostering an environment that enhances productivity and professionalism.
Oversee tenancy agreements by monitoring expiration dates and proactively notifying occupants well before renewal deadlines.
Efficiently manage travel logistics by arranging flights and hotel bookings for staff and visitors.
Enhance the organization’s image through meticulous attention to office layout and the cultivation of a consistently professional environment.
Deliver exceptional reception services by extending a warm and inviting greeting to all visitors while efficiently addressing their inquiries and requirements.
Oversee the inventory of refreshments, cleaning supplies, and materials to ensure consistent availability while upholding stringent quality and hygiene standards.
Ensure that utility bills and guesthouse rents for all field offices are paid promptly and efficiently.
Oversee the procurement, organization, and upkeep of all office inventory, including equipment, furniture, and fixtures, while ensuring operational efficiency and functionality.
Educate employees on organizational policies and procedures, providing clear and actionable guidance while fostering adherence to established standards.
Maintain office buildings and accommodation facilities in pristine condition by ensuring regular upkeep, timely repairs, and stringent cleanliness standards.
Execute all additional tasks as directed by your supervisor to support operational objectives.
NRC is seeking candidates to fill logistic support positions, where responsibilities include managing supply chains, coordinating transportation, and ensuring timely delivery of materials. Ideal applicants must possess a minimum of two years of experience in logistics or a related field, strong organizational skills, and proficiency in inventory management software. Additionally, candidates should demonstrate the ability to work under pressure, communicate effectively with team members, and maintain meticulous records. Familiarity with regulatory compliance and safety protocols in logistics operations is a plus. This role offers opportunities to contribute to critical operational efficiency while supporting large-scale logistics networks.
Maintain adherence to all procurement processes as outlined in the logistics handbook and donor specifications.
RFQs are prepared, quotations are obtained, bid analyses are conducted, and purchase orders are uploaded into the system.
Agrees systems will be utilized to obtain necessary approvals.
Draft and finalize legally binding agreements with suppliers, ensuring compliance with applicable regulations and company policies while clearly outlining terms, deliverables, obligations, and payment schedules to mitigate risks and foster mutually beneficial partnerships.
Receive supplier invoices and process payments to the finance department in a timely manner.
Oversee the regular updating and maintenance of contract management documentation to ensure accuracy and compliance is maintained.
Collaborate with vendors to verify the timely and precise fulfillment of products and services.
Assist in coordinating the transportation of materials in compliance with established procedures, ensuring timely execution.
Provide precise stock and asset inventories and reports to the Country Logistics Officer promptly.
Implement a structured filing system for procurement documents to facilitate efficient retrieval and maintain an archive for outdated materials.
Ensure the timely receipt and distribution of supplies and project materials to the designated field offices.
Responsible for managing both permanent and temporary office vehicles, ensuring their availability for daily operations and processing payment for their usage in a timely manner.
Oversee the office generator log sheet, track daily fuel consumption, and compile monthly reports.
Perform additional tasks as directed by your supervisor to support ongoing operations and address evolving priorities as needed.
Bachelor’s degree in computer science, information technology, or a related field is required. A minimum of three years of experience in network administration, system administration, or a similar technical role is necessary. Proficiency in configuring and managing network infrastructure, including routers, switches, and firewalls, is essential. Strong troubleshooting skills and the ability to resolve complex technical issues efficiently are crucial. Experience with cloud services (AWS, Azure, or Google Cloud) and virtualization technologies is highly desirable. Excellent communication skills, both written and verbal, are needed to collaborate with cross-functional teams and convey technical information clearly. Familiarity with scripting languages (Python, Bash) and monitoring tools (Nagios, Rabbi) is a plus. Certifications such as CCNA, Compton Security+, or equivalent are preferred but not mandatory.
A Bachelor’s Degree or higher-level diploma in Business Administration, Logistics, or a closely related field is strongly preferred.
Minimum of three years of relevant professional experience in a comparable capacity is required.
Individuals with prior involvement in administrative or logistical roles within humanitarian or recovery-focused environments are encouraged to apply.
Individuals must possess prior experience gained in dynamic and unpredictable environments.
Achieved measurable outcomes aligned with the position’s core responsibilities, ensuring clear and comprehensive documentation of results throughout the role.
Proficiency in English, Swahili, and a local language is required.
Proficiency in the context of Dadaab and AFI sub-Counties is a fundamental requirement for this role.
Working within an international non-governmental organization (INGO) in a comparable role is highly desirable.
Qualifications
BA/BSc/HND
Experience Required
3 years
