Job Description
Responsibilities will remain consistent across all positions with identical titles, with specific details outlined in the Work and Development plan.
Comply with all NRC policies, handbooks, guidelines, and donor-specific requirements.
Support the execution of the logistic and administration functions’ portfolio in alignment with the established Plan of Action.
Offer fundamental logistical and administrative assistance to ensure smooth operational workflows. Handle essential tasks such as organizing schedules, managing correspondence, and maintaining records to support team productivity and efficiency.
Compile status reports in accordance with management directives as needed.
Accurate organization and management of all supporting documentation is required.
Aid in the organization and execution of logistics and administrative functions.
Maintain accurate administrative and logistic records, manage supplier relationships, and oversee equipment documentation to ensure operational efficiency and compliance.
To drive continuous enhancement within the logistic and administrative functions, actively propose and communicate innovative ideas for optimization and efficiency gains.
As directed by the Line Manager, undertake any additional responsibilities or tasks as required.
Responsibilities
We are seeking a highly organized and detail-oriented professional to fill an administrative role within our dynamic organization. The ideal candidate will possess exceptional communication skills, both written and verbal, to effectively interact with stakeholders at all levels. Proficiency in office software, including Microsoft Office Suite, and prior experience managing schedules, coordinating meetings, and handling correspondence are essential requirements. Additionally, the candidate must demonstrate strong problem-solving abilities, adaptability to changing priorities, and a commitment to maintaining confidentiality and professionalism in all tasks. Responsibilities include providing administrative support to senior staff, preparing reports, maintaining records, and ensuring smooth operational workflows.
The office must adhere to all applicable administrative legal obligations, such as tax compliance, government registrations, and local licensing requirements within its operational jurisdiction.
Ensure the office environment remains consistently clean and well-organized, fostering a productive and positive workspace for all employees.
Oversee tenancy agreements by monitoring expiry dates and proactively notifying occupants of upcoming deadlines.
Responsibilities include arranging all travel logistics, such as securing flights and hotel bookings for staff and visitors, to ensure seamless and cost-effective journeys.
Enhance the organization’s brand and reputation by meticulously curating an efficient office layout and maintaining a polished, professional appearance throughout all workspaces.
Deliver exceptional reception services by extending a gracious welcome to all visitors and efficiently addressing their inquiries or requirements.
Monitor and sustain sufficient inventory levels of beverages, cleaning agents, and operational materials while strictly adhering to quality and hygiene protocols.
Ensure the prompt and accurate settlement of utility bills and guesthouse rents across all field offices.
Oversee the maintenance and functionality of office inventory, equipment, furniture, and fittings to ensure optimal operation and organization.
Enhance understanding and adherence to organizational policies and procedures by providing staff with clear, actionable guidance and fostering a culture of compliance.
Maintain office buildings and accommodation facilities in optimal condition by overseeing timely repairs, cleanliness, and overall upkeep.
Handle any additional tasks or responsibilities as directed by your supervisor to support operational needs.
NRC positions provide essential logistics support, encompassing responsibilities such as coordinating supply chains, managing inventory, ensuring timely distribution of materials, and maintaining accurate records. Candidates must demonstrate strong organizational skills, proficiency in logistics software, and the ability to work efficiently under tight deadlines. Experience in warehouse management, transportation logistics, or supply chain coordination is preferred. Effective communication and problem-solving abilities are also required to address operational challenges and support seamless workflows.
Ensure strict adherence to all procurement procedures as outlined in the logistics handbook and donor-mandated guidelines.
Preparation of Requests for Quotations (RFQs) is conducted, followed by obtaining supplier quotations, compiling bid analyses, and processing the uploading of Purchase Orders (POs) into the system.
The position involves utilizing the Agrees system to obtain necessary approvals, ensuring all processes adhere to established protocols and compliance standards.
Prepare comprehensive contracts for suppliers, ensuring all terms and conditions are clearly defined and legally sound. Collaborate with relevant departments to gather necessary details and negotiate mutually beneficial agreements. Review and finalize contracts to mitigate risks and ensure compliance with company policies and regulatory standards. Maintain accurate records of all supplier contracts and facilitate ongoing communication to address any amendments or renewals as needed.
Upon receipt of invoices from suppliers, process and forward payment documentation to the finance department in compliance with established timelines.
Maintain accurate and current contract management documentation at all times.
Engage with suppliers proactively to guarantee timely and precise fulfillment of goods and services.
Assist in coordinating the transportation of materials in adherence to established procedures within designated timeframes.
Ensure that precise stock and asset inventories, along with corresponding reports, are submitted to the Country Logistics Officer promptly and consistently.
Implement and maintain a well-organized filing system for procurement documents to facilitate easy retrieval and ensure secure storage of archived materials as needed.
Ensure the prompt and efficient receipt and distribution of supplies and project materials to designated field offices.
The role involves managing both permanent and temporary office vehicles to facilitate daily operations and ensuring their payments are processed punctually.
Monitor the office generator log sheet, track daily fuel consumption, and prepare monthly reports to ensure accurate documentation of generator usage and maintenance activities.
Perform additional tasks as directed by your supervisor, ensuring all responsibilities are completed in a timely and efficient manner.
We are seeking a highly motivated candidate with a proven track record in [specific field/industry] and a minimum of [X years] of relevant experience. The ideal applicant should possess strong analytical, communication, and problem-solving skills, along with proficiency in [relevant software/tools]. A [bachelor’s/master’s degree] in [related field] or equivalent practical experience is required. Additionally, familiarity with [specific regulations/standards] and the ability to work collaboratively in a fast-paced environment are essential.
A bachelor’s degree or higher diploma in Business Administration or a related field such as Logistics is preferred.
A minimum of three years of relevant professional experience in an equivalent capacity is required.
Strong background in administrative or logistics operations within humanitarian or post-crisis recovery environments is essential.
Individuals should possess prior experience gained through roles in intricate, dynamic, and rapidly evolving environments.
Achieved outcomes corresponding to the responsibilities outlined for this role were meticulously recorded and maintained.
Proficiency in English, Swahili, and the local dialect is required.
Proficiency in the context of Kakuna is a fundamental requirement.
Experience of working with INGO in a similar capacity will be an added advantage
Qualifications
BA/BSc/HND
Experience Required
3 years
