We are seeking a highly motivated professional to fill the role of [Job Title], responsible for overseeing [specific tasks or projects], ensuring adherence to [relevant standards or policies]. The ideal candidate will possess [X years] of experience in [relevant field], along with a proven track record in [specific skills or achievements]. Key responsibilities include [list of duties, e.g., managing teams, developing strategies, or executing plans], while collaborating closely with [other departments or stakeholders]. Proficiency in [specific tools, software, or methodologies] is essential, and strong communication skills are required to convey complex ideas effectively. This position demands meticulous attention to detail, the ability to prioritize tasks in dynamic environments, and a commitment to delivering measurable results.
Responsibilities will be consistent across all roles sharing the same title, with specifics outlined in the Work and Development Plan.
You must comply with all NRC policies, handbooks, guidelines, and donor requirements.
Support the execution of the logistics and administration portfolio in alignment with the established Plan of Action.
Deliver foundational logistical and administrative assistance to ensure seamless operational workflows.
Compile status reports as mandated by senior leadership to ensure transparency and alignment with organizational objectives.
Maintain accurate and organized filing of all supporting documentation.
Provide support in organizing and executing logistics and administrative tasks to ensure smooth operational workflows.
Maintain comprehensive administrative, logistical, supplier, and equipment records to ensure accurate and up-to-date documentation across all operational areas.
Our role involves advancing and disseminating innovative suggestions to enhance the efficiency and effectiveness of logistics and administrative operations.
Execute any additional responsibilities delegated by the Line Manager as needed.
Oversee a range of critical duties, including managing project timelines, coordinating team efforts, and ensuring adherence to quality standards. Develop and implement strategic plans to optimize operational efficiency while fostering collaboration across departments. Conduct performance evaluations to assess team productivity and provide constructive feedback for continuous improvement. Maintain compliance with organizational policies and industry regulations to mitigate risks and uphold accountability. Regularly report progress to senior leadership, offering data-driven insights to support decision-making processes.
The position encompasses a defined set of duties and obligations.
Efficient administration professionals are sought to manage office operations, ensuring seamless coordination of tasks and processes. Responsibilities include maintaining accurate records, handling correspondence, managing schedules, and supporting team members as needed. Candidates must possess strong organizational skills, meticulous attention to detail, and the ability to multitask effectively in a fast-paced environment. Proficiency in office software, including word processing and spreadsheet tools, is essential, along with excellent communication and interpersonal abilities. Prior experience in an administrative capacity is preferred, though dedicated individuals with transferable skills will also be considered.
The office must strictly adhere to all applicable administrative legal obligations, such as tax compliance, government registrations, and required licenses specific to the operational jurisdiction.
Ensure the office environment remains consistently clean and well-organized, fostering a professional and productive workspace for all employees.
Oversee tenancy agreements by monitoring expiration dates and providing timely notifications to affected tenants in advance.
Efficiently organize and oversee all travel logistics, encompassing flight reservations and hotel bookings for employees and guests.
Enhance the organization’s image through meticulous attention to office layout and a consistently professional appearance.
Deliver exceptional reception services by extending a cordial greeting to visitors and efficiently addressing their inquiries.
Ensure sufficient inventory levels of refreshments, cleaning supplies, and materials while maintaining strict adherence to quality and hygiene protocols.
Responsible for ensuring prompt settlement of utility bills and guesthouse rents across all field offices.
Oversee office inventory, equipment, furniture, and fittings to ensure they remain well-maintained and fully functional at all times.
Educate staff on organizational policies and procedures while providing clear, actionable guidance to facilitate adherence and foster compliance.
Oversee the proper maintenance, repair, and upkeep of office buildings and accommodation facilities to ensure they remain orderly, clean, and fully operational.
Handle all additional tasks and responsibilities as directed by your supervisor to support operational objectives and team goals.
The Logistic Support roles at NRC encompass a comprehensive range of responsibilities aimed at ensuring operational efficiency and effectiveness. These positions require a keen ability to manage supply chains, coordinate transportation, and oversee inventory control with meticulous attention to detail. Candidates must demonstrate proficiency in logistics software, possess strong analytical skills, and exhibit exceptional organizational capabilities. Additionally, effective communication and problem-solving aptitudes are essential to address logistical challenges promptly and maintain seamless workflows. The ideal candidates will have prior experience in logistics or a related field, along with the adaptability to thrive in dynamic environments.
Verify adherence to all procurement procedures in accordance with the logistics handbook and donor specifications.
Preparation of Requests for Quotation (RFQs) entails collecting supplier proposals, compiling comparative bid analyses, and subsequently entering the resulting purchase orders (POs) into the designated system.
Systems to secure approvals via Agrees.
Draft and finalize legally binding agreements with one or more suppliers, ensuring all terms, conditions, and obligations are clearly defined and compliant with relevant regulations. Collaborate with legal, procurement, and relevant stakeholders to review contract drafts, negotiate favorable terms, and obtain necessary approvals before execution. Ensure contracts cover key aspects such as pricing, delivery schedules, quality standards, payment terms, and dispute resolution mechanisms, while aligning with company policies and industry best practices. Monitor contract performance and enforce compliance throughout the supplier relationship, proactively addressing any deviations or risks to mitigate potential disruptions.
Process supplier invoices upon receipt and ensure timely submission of payments to the finance department in accordance with established procedures.
Oversee the regular updating of the contract management documentation to ensure accuracy and currency.
Collaborate with suppliers to verify that goods and services are delivered promptly and accurately.
Assist in coordinating the transportation of materials in adherence to established procedures, ensuring timely execution.
Maintain precise stock and asset inventories and reports, ensuring they are promptly submitted to the Country Logistics Officer.
Implement and maintain an organized filing system for procurement documents to facilitate efficient retrieval and ensure secure storage of archived materials.
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 to facilitate daily operations, ensuring timely preparation and processing of all associated payments.
Monitor the office generator log sheet and track daily fuel consumption, then compile monthly reports based on the data collected.
Perform any additional tasks as directed by your supervisor.
Seeking a highly motivated individual with a Bachelor’s degree in a relevant field, along with at least three years of professional experience in a comparable role. Strong analytical and problem-solving skills are essential, along with proficiency in industry-standard software and tools. Excellent communication and teamwork abilities are required to collaborate effectively across departments. The ideal candidate will demonstrate adaptability, a commitment to continuous learning, and a proactive approach to managing multiple priorities. Responsibilities include conducting detailed research, preparing comprehensive reports, and ensuring compliance with established protocols.
A Bachelor’s Degree or higher-level diploma in Business Administration, Logistics, or a related field is strongly preferred.
A minimum of three years of relevant professional experience in a comparable position is required.
Proficiency in administrative or logistics roles within humanitarian or recovery operations is required.
Having worked in highly intricate and unpredictable environments previously will be advantageous for this role.
Achieved outcomes associated with the responsibilities of the position have been formally recorded.
Proficiency in English, Swahili, and the relevant local language is essential. Strong command of these languages ensures effective communication and comprehension in diverse settings.
Proficiency in the local context of Dadaab and AFI sub-Counties is crucial.
Experience of working with INGO in a similar capacity will be an added advantage
Qualifications
BA/BSc/HND
Experience Required
3 years
