We are seeking a highly motivated and detail-oriented professional to join our team as a [Job Title]. The ideal candidate will possess a bachelor’s degree in [Relevant Field] or a related discipline, along with [X] years of experience in [Industry/Specific Role]. Proficiency in [Software/Tool] is required, and familiarity with [Other Tools/Technologies] is highly desirable.
Key responsibilities include managing [Specific Task/Process], collaborating with cross-functional teams to achieve [Project/Goal], and ensuring adherence to industry standards and company policies. The role demands strong analytical skills, exceptional problem-solving abilities, and the capacity to work efficiently in a fast-paced environment. Additionally, the candidate should demonstrate excellent communication skills, both written and verbal, and the ability to prioritize tasks effectively while meeting deadlines.
All roles bearing the same title will carry identical responsibilities, as outlined in the Work and Development Plan.
Ensure strict compliance with all NRC policies, handbooks, guidelines, and donor requirements.
Assist in executing the strategic initiatives within the logistics and administration functions in alignment with the established Plan of Action.
Offer fundamental assistance in logistics and administrative operations to ensure smooth workflow and operational efficiency.
Develop and compile status reports as requested by leadership to ensure effective communication and decision-making.
Maintain accurate and organized filing of all supporting documentation to ensure compliance and accessibility.
Assist with the organization and execution of logistical and administrative operations to ensure efficient workflow and seamless coordination across departments.
Oversee the organization, upkeep, and accuracy of administrative documents, logistical records, supplier information, and equipment inventories.
Promote and facilitate innovative ideas aimed at enhancing the efficiency and effectiveness of logistics and administrative operations.
Execute any additional responsibilities as directed by the Line Manager.
Oversee and execute a comprehensive range of duties, ensuring all operational and strategic objectives are met with precision and efficiency. Duties include managing day-to-day activities, coordinating with cross-functional teams, and maintaining adherence to company policies and industry regulations. The role demands meticulous attention to detail, strong problem-solving skills, and the ability to prioritize tasks in a fast-paced environment. Additionally, the position requires regular reporting, performance tracking, and collaboration with stakeholders to drive continuous improvement and organizational success.
Efficiently overseeing office operations and ensuring seamless administrative functions, administrative professionals play a pivotal role in maintaining organizational productivity. These roles demand meticulous attention to detail, strong organizational capabilities, and the ability to multitask effectively in fast-paced environments. Key responsibilities include managing schedules, coordinating meetings, handling correspondence, and maintaining accurate records to support business continuity. Proficiency in office software, such as Microsoft Office Suite, and exceptional communication skills are essential requirements for success in these positions. Additionally, adaptability, problem-solving acumen, and a proactive approach to task management are highly valued traits in candidates pursuing administrative careers.
Ensure strict adherence to all relevant administrative and legal obligations, encompassing tax compliance, government registrations, and necessary operational licenses within the defined jurisdiction.
Ensure the office premises consistently meet stringent cleanliness and organizational standards, fostering an environment conducive to productivity and employee well-being.
Oversee tenancy agreements by monitoring expiration dates and proactively notifying all affected occupants prior to deadlines.
Efficiently arrange travel logistics by securing flights and hotel bookings for staff and visitors.
Enhance the organization’s reputation through meticulous attention to office layout and a consistently professional aesthetic.
Deliver exceptional reception services by extending a warm and professional greeting to all visitors while efficiently addressing their inquiries and needs with promptness and courtesy.
Oversee the inventory of refreshments, cleaning supplies, and materials to ensure sufficient stock levels while maintaining strict adherence to quality and hygiene standards.
Manage the prompt settlement of utility bills and guesthouse rents across all field offices, ensuring payments are processed within designated timeframes.
Oversee the procurement, organization, and upkeep of office supplies, equipment, furniture, and fixtures to guarantee optimal performance and condition.
Educate employees about organizational policies and procedures while delivering actionable advice to support adherence and regulatory conformity.
Ensure that office buildings and accommodation facilities are consistently maintained, repaired as needed, and kept orderly and clean.
Handle all additional responsibilities delegated by your supervisor as needed.
NRC positions provide essential logistical assistance, ensuring efficient coordination of resources and operations. These roles require individuals capable of managing supply chains, overseeing transportation, and maintaining inventory systems. Applicants should possess strong organizational skills, attention to detail, and the ability to work under pressure in fast-paced environments. Responsibilities include processing orders, verifying shipments, and collaborating with cross-functional teams to optimize workflow. Familiarity with logistics software and adherence to safety protocols are also mandatory.
Ensure that all procurement activities strictly adhere to the guidelines outlined in the logistics handbook and meet the stipulations set by donors.
Preparation of Requests for Quotation (RFQs), solicitation of supplier proposals, compilation of comparative bid analyses, and processing of purchase orders into the system are key responsibilities of this role.
The system facilitates the submission of requisitions for approval through Agrees, ensuring compliance with established workflows.
Draft and finalize legally binding agreements with one or more suppliers, ensuring all terms, conditions, and obligations are clearly defined and mutually agreed upon. Collaborate with legal, procurement, and relevant stakeholders to review contract details, negotiate favorable terms, and mitigate potential risks. Verify compliance with company policies, industry regulations, and applicable laws while maintaining accurate documentation for future reference.
Receive supplier invoices and forward them to the finance department for timely payment processing.
Maintain the contract management form in its most current state at all times.
Work collaboratively with suppliers to facilitate the timely and precise delivery of goods and services.
Assists in coordinating the transportation of materials in adherence to established procedures with punctuality and efficiency.
Maintain precise inventory and asset documentation, ensuring timely submission of reports to the Country Logistics Officer.
Maintain a well-organized filing system for procurement documents to facilitate prompt retrieval and ensure an archive is established for outdated materials.
Ensure the prompt receipt and distribution of supplies and project materials to designated field offices without delay.
Handles the acquisition and processing of payments for both permanent and temporary office vehicles, ensuring timely and accurate financial transactions for daily operational movements.
Monitor the office generator log sheet, track daily fuel consumption, and compile monthly reports to ensure accurate documentation of operational data.
Perform any additional tasks as directed by your supervisor, ensuring all responsibilities are fulfilled in alignment with established protocols and priorities.
Qualifications
A Bachelor’s Degree or a higher-level diploma in Business Administration or a related field, such as Logistics, is strongly preferred.
A minimum of three years of relevant professional experience in a comparable position is required.
Proficiency in administrative or logistical operations within humanitarian or recovery-focused environments is required.
Those who have worked in dynamic and rapidly evolving environments will find their prior experience highly relevant for this role.
Achieved and recorded outcomes corresponding to the defined duties and accountabilities of the role.
Proficiency in English, Swahili, and the relevant local language is required.
Proficiency in the operational context within Kakuna is a fundamental prerequisite 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
