Job Description
All roles bearing the same title will adhere to these responsibilities, with specifics outlined in the Work and Development Plan.
Compliance with NRC policies, handbooks, guidelines, and donor requirements is mandatory.
Support the execution of the logistics and administration portfolio’s initiatives in alignment with the established Plan of Action.
Deliver fundamental logistical and administrative assistance to ensure smooth operations and efficient workflow within the organization.
Compile status reports at the discretion of management to ensure alignment with organizational objectives.
Properly organize and maintain all supporting documentation in compliance with established filing protocols and regulatory standards.
Support the coordination and execution of logistical and administrative operations by providing assistance in their planning, organization, and implementation.
Oversee the organization, upkeep, and accuracy of administrative, logistic records, supplier documentation, and equipment inventories.
To drive enhancements in logistics and administrative operations, you will actively advocate for and disseminate innovative ideas aimed at optimizing efficiency, effectiveness, and overall performance within these functions.
Assist the Line Manager with additional tasks and responsibilities as required, ensuring all assigned duties are completed efficiently and to the standard expected.
Oversee daily operations to ensure seamless workflow and adherence to established standards. Develop and implement strategies to enhance productivity and efficiency across all departments. Collaborate with leadership teams to align business objectives with operational initiatives. Monitor performance metrics and provide data-driven recommendations for continuous improvement. Serve as a key liaison between executive leadership and staff to facilitate clear communication and foster a collaborative work environment. Ensure compliance with industry regulations and internal policies while mitigating operational risks through proactive oversight.
We are seeking a skilled professional to join our administrative team, responsible for providing comprehensive support to ensure efficient office operations. The ideal candidate will manage schedules, coordinate meetings, handle correspondence, and maintain organized filing systems. Proficiency in office software, strong communication skills, and meticulous attention to detail are essential. Additionally, the role requires handling confidential information with discretion, assisting with project coordination, and occasionally supporting executive tasks. Prior experience in an administrative capacity is highly desirable.
Ensure the office strictly adheres to all relevant administrative legal obligations, such as tax compliance, government registrations, and local licensing requirements applicable to its operational scope.
Ensure the office premises consistently meet elevated cleanliness and organizational standards, thereby fostering a productive and professional work environment.
Oversee tenancy agreements by monitoring expiration dates and proactively notifying all relevant occupants prior to renewal deadlines.
Efficiently coordinate all travel logistics, encompassing the reservation of flights and hotel accommodations for both staff members and visitors.
Enhance the organization’s public perception by maintaining an organized and polished office environment that reflects professionalism and efficiency.
Deliver professional reception services characterized by a courteous and inviting greeting to all visitors, while efficiently addressing their inquiries or requirements with promptness and precision.
Oversee the inventory of refreshments, cleaning supplies, and materials to ensure sufficient stock levels while maintaining strict adherence to quality and hygiene standards.
Responsible for ensuring that utility bills and guesthouse rents for all field offices are paid promptly.
Oversee the procurement, organization, and upkeep of office supplies, equipment, furniture, and fixtures to maintain optimal functionality and condition.
Educate staff about organizational policies and procedures while providing actionable guidance to facilitate adherence and maintain compliance.
Ensure office buildings and accommodation facilities remain in optimal condition through diligent maintenance, timely repairs, and consistent cleanliness standards.
Handle any additional tasks or responsibilities as directed by your supervisor.
The Logistics Support roles at NRC encompass responsibilities focused on ensuring efficient and effective operational logistics. These positions require candidates to manage supply chains, coordinate transportation, and oversee inventory control to meet organizational demands. Applicants must demonstrate strong organizational skills, attention to detail, and the ability to work under pressure in fast-paced environments. Proficiency in logistics software and adherence to compliance standards are essential for success in these roles.
Guarantee adherence to all procurement procedures as outlined in the logistics handbook and donor specifications.
Responsibilities include drafting Requests for Quotation (RFQs), soliciting vendor proposals, conducting bid evaluations, and entering Purchase Orders (POs) into the system.
Agrees systems facilitate the approval process, ensuring all requisite authorizations are obtained efficiently.
Draft comprehensive supplier contracts, ensuring all terms, conditions, and legal obligations are clearly defined and mutually agreed upon. Collaborate with legal, procurement, and relevant stakeholders to finalize agreements that align with organizational policies and industry standards. Review and negotiate contract terms to optimize value, mitigate risks, and foster long-term supplier relationships. Ensure compliance with regulatory requirements and internal governance frameworks while maintaining meticulous documentation throughout the contracting process.
Receive supplier invoices, verify their accuracy, and process payments in alignment with established financial procedures before forwarding them to the finance department for final approval and disbursement.
Responsible for ensuring contract management forms remain current and accurate.
Collaborate with vendors to guarantee the timely and precise fulfillment of orders and provisions.
Assist in coordinating the transportation of materials in compliance with established procedures and within specified timeframes.
Ensure that precise stock and asset inventories, along with corresponding reports, are promptly delivered to the Country Logistics Officer.
Maintain an organized and efficient filing system for procurement documents to facilitate prompt retrieval when necessary, as well as a dedicated archive for older records.
Efficiently manage the receipt and distribution of supplies and project materials to designated field offices, ensuring timely delivery as required.
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, record daily fuel consumption, and compile monthly reports.
Perform additional tasks as directed by your supervisor, ensuring all assigned responsibilities are completed efficiently and in accordance with established procedures.
Bachelor’s degree in Computer Science, Engineering, or a related field, or equivalent practical experience. Minimum of 5 years’ experience in software engineering, with a focus on full-stack development. Proficiency in JavaScript, TypeScript, and modern frontend frameworks like React or Angular. Strong expertise in backend technologies such as Node.js, Python, or Java. Experience with cloud platforms (AWS, GCP, or Azure) and containerization tools like Docker and Kubernetes. Understanding of CI/CD pipelines and Agile methodologies. Excellent problem-solving skills and the ability to work collaboratively in a team environment. Strong communication skills to articulate technical concepts to both technical and non-technical stakeholders.
A bachelor’s degree or higher-level diploma in a field such as Business Administration, Logistics, or a closely related discipline is strongly preferred.
A minimum of three years of relevant experience in a comparable position is required.
Proficiency in administrative or logistical roles within humanitarian or recovery operations is required. Candidates should demonstrate prior experience in these sectors to effectively support mission-critical functions.
Professionals should possess prior experience gained in dynamic and unpredictable environments where adaptability and resilience are essential for navigating challenges.
Achieved measurable outcomes directly tied to the position’s core duties and key performance indicators.
Proficiency in English, Swahili, and a local dialect is required.
Proficiency in the context of Kakuna represents a fundamental prerequisite for this role.
Having prior experience collaborating with international non-governmental organizations (NGOs) in a comparable role is highly advantageous.
Qualifications
BA/BSc/HND
Experience Required
3 years
