Job Description
All roles sharing the same title will carry identical responsibilities, with specific details provided in the Work and Development plan.
Comply with all NRC policies, handbooks, guidelines, and donor specifications without exception.
Support the execution of the logistic and administration functions in alignment with the established Plan of Action.
We deliver essential logistic and administrative assistance to ensure smooth operational workflows.
Compile status reports as mandated by management, ensuring accuracy and timeliness.
Maintain accurate and organized filing of all supporting documentation to ensure compliance and accessibility.
Assists with the organization and execution of logistical and administrative operations to ensure efficient workflow and support departmental functions.
Maintain accurate administrative, logistic records, supplier documentation, and equipment inventories to ensure operational efficiency and compliance with organizational standards.
To drive enhancements within the logistics and administrative functions, actively generate and disseminate innovative ideas aimed at optimizing processes and increasing overall efficiency.
Execute any additional responsibilities delegated by the Line Manager as required.
Responsibilities
Handle administrative tasks efficiently, ensuring all office operations run seamlessly. Maintain organized filing systems, manage correspondence, and facilitate communication between departments. Prepare reports, schedule appointments, and coordinate meetings to support team productivity. Prioritize tasks based on urgency and importance, demonstrating strong organizational and time-management skills. Proficiency in office software, such as Microsoft Office Suite, and excellent written and verbal communication abilities are essential. Attention to detail and the capacity to multitask in a fast-paced environment are critical for success in this role.
The office must adhere to all administrative legal obligations, such as tax compliance, government registrations, and local licensing requirements within its operational jurisdiction.
Ensure the office premises consistently meet elevated standards of cleanliness and organization, thereby fostering a conducive and productive work environment.
Oversee tenancy agreements by diligently monitoring their expiry dates and proactively notifying the appropriate occupants well in advance.
Coordinate travel logistics effectively by arranging flights and securing hotel accommodations for staff and visitors to ensure seamless and productive journeys.
Enhance the organization’s image through meticulous attention to office layout and the cultivation of a polished, professional environment.
Deliver exceptional reception services by extending a warm and inviting greeting to all visitors while efficiently addressing their inquiries and requirements.
Monitor and sustain sufficient inventory levels of refreshments, cleaning supplies, and materials while adhering to strict quality and hygiene protocols.
Ensure the prompt and accurate payment of utility bills and guesthouse rents across all field offices.
Oversee the procurement, organization, and upkeep of office inventory, equipment, furniture, and fittings to ensure optimal functionality and operational efficiency.
Disseminate organizational policies and procedures to enhance staff understanding, provide actionable guidance, and uphold adherence to established standards.
Ensure that office buildings and accommodation facilities are consistently maintained, promptly repaired, and kept orderly and clean.
Handle additional responsibilities as directed by your supervisor, including tasks that may arise outside your regular duties.
NRC is seeking candidates for positions in logistic support, where responsibilities include ensuring the efficient transportation, distribution, and storage of materials and resources. These roles require a strong understanding of supply chain management, inventory control, and coordination with vendors and internal teams to meet operational demands. Ideal candidates will possess experience in logistics operations, proficiency with tracking systems, and the ability to troubleshoot logistical challenges. A commitment to maintaining safety standards, regulatory compliance, and timely delivery is essential. Strong communication and organizational skills are necessary to collaborate effectively across departments and support mission-critical objectives.
Verify that all procurement procedures adhere to the established logistics handbook and meet donor specifications.
The responsibilities include drafting Requests for Quotations (RFQs), soliciting supplier quotes, conducting bid analyses, and entering Purchase Orders (POs) into the system.
The role involves utilizing Agrees systems to facilitate and obtain necessary approvals.
Responsibilities include preparing and finalizing contracts with suppliers, ensuring all terms and conditions are accurately documented and legally compliant. This role requires close collaboration with procurement and legal teams to review contract details, negotiate favorable terms, and mitigate potential risks. Proficiency in contract drafting, attention to detail, and strong negotiation skills are essential to meet organizational objectives and maintain productive supplier relationships.
Receive supplier invoices, verify their accuracy, and process payments in alignment with the finance department’s procedures and timelines.
Responsible for keeping contract management documentation current and accurate at all times.
Work collaboratively with suppliers to guarantee timely and precise delivery of goods and services.
Assist in coordinating the transportation of materials in accordance with established procedures in a timely and efficient manner.
Maintain precise stock and asset inventories, ensuring timely submission of reports to the Country Logistics Officer.
Maintain a well-organized filing system for procurement documents to facilitate efficient retrieval when necessary, while also establishing an archive for older records.
Ensure the prompt and accurate receipt and distribution of supplies and project materials to designated field offices.
Responsible for managing both permanent and temporary office vehicles, ensuring their availability for daily operations, and processing vehicle-related payments punctually.
Monitor the office generator log sheet, track daily fuel consumption, and compile monthly reports.
Perform additional responsibilities as directed by your supervisor.
Seeking a candidate with a Bachelor’s degree in Computer Science or a related field, along with three years of experience in software development. Proficiency in programming languages such as Java, Python, and C++ is required, along with familiarity with database management systems. The ideal applicant should possess strong problem-solving skills, excellent communication abilities, and the capacity to work both independently and collaboratively within a team. Responsibilities include designing, developing, and maintaining software applications, as well as troubleshooting and resolving technical issues. Additionally, the role demands a commitment to staying updated with emerging technologies and industry best practices.
A bachelor’s degree or higher-level diploma in a field such as Business Administration, Logistics, or a closely related discipline is strongly preferred.
Minimum of three years of experience performing comparable duties is required.
Professional experience in administrative or logistical roles within humanitarian or recovery operations is required.
Professional experience within intricate, fast-paced, and unpredictable environments is required.
Achieved outcomes corresponding to the assigned duties and obligations for the role have been recorded.
Proficiency in English, Swahili, and at least one local dialect is required.
Proficiency in the operational context of Kakuna is a fundamental requirement for this role.
Experience of working with INGO in a similar capacity will be an added advantage
Qualifications
BA/BSc/HND
Experience Required
3 years
