Position title:-Admin, Logistics & Procurement Officer
Duty Station:-Nairobi with Extensive travel to Somalia
ARC International is looking for a dynamic and results oriented
professional to fill in the position of Administration, Logistics and
procurement officer for Nairobi office.
Major Areas of Accountability
Administration
- Arrange customs
clearance, booking, travel and visa requirements for expat staff,
volunteers and visitors.
- Liaise with
suppliers, NGOs, and represent ARC at logistics cluster meeting.
- Maintain
efficient inventory system and coding of all items and proper filing and
recording system.
- Ensure that all
issues related to taxes, travel permits, licenses, registration, etc. are
managed with the approval of the Country Director as and when required.
- To ensure and
effectively monitor that all international staff engaged by the Somalia
Programme have valid working documents (Business Visas. Special Passes,
Work permits, are registered to pay tax and secure a PIN number.
- Ensure that
up-to-date information on travel, work permits/special passes, guesthouses
occupations is readily available.
- Ensure filing
systems for all administration functions are maintained and current
- Prepare
Administration cost benefit operational reports (Office stationery,
guesthouses, hotels etc) to monitor and maintain office supplies inventory
- Maintain a safe
and secure working environment
- Maintain a
“welcome to Nairobi” document to be sent to visitors prior to arrival and
ensure that all visitors receive a security briefing within 24 hours of
arrival in Nairobi.
- Ensure that all
Nairobi based staff, and where requested Somalia based staff, hold up to
date ARC ID cards.
- Ensure that all
general office equipment are regularly serviced and maintained.
- Maintain a
handbook incorporating all ARC guidelines and policies related to
administration
- Develop,
implement and regularly evaluate office (including guest houses) policies
and procedures, ensuring they are being adhered to and provide suggestions
for areas of improvement to improve operational efficiency
- Ensure that all
travel arrangements are made for staff and visitors (including interview
candidates and consultants) to facilitate their entry in the countries
they are visiting;
- Manage
guesthouse bookings, housekeeping and maintenance requests.
- Ensure that the
office is regularly serviced and maintained in a clean and appropriate
manner.
- Regularly update
the Somalia Programme staff lists, contact lists with Global directory and
the NGO Consortium data base.
Procurement and Logistics
- Plan, implement
and/or supervise key services in the procurement process including asset
management, general supply chain and functioning.
- Plan, implement
and/or supervise/or coordinate logistics, procurement (goods &
services) whilst conforming to donor, ARC regulations and guidelines.
- Ensure that the
ARC procedures for procurement purchasing and storage of goods and
services are in place and meet ARC requirements.
- Maintain
up-to-date list of major vendors, suppliers and service providers for all
Operational locations
- Plan and Implement
the internal and external statutory law that affect the procurement and
logistic.
- Advice the
Administration and Finance Managers and/or Program Manager/ on all issues
related to procurement and logistics and ensure transparency and
accountability in all activities
- Provide inputs
to budgets and project proposals for procurement and logistics activities
- When interacting
with all parties maintain position of principled political neutrality and
operational independence
- Develop a system
of tracking procurement and logistics requests and generate status
reports.
- Ensure all
reports are produced on time and are consistently of a high quality.
- Document all
Warehouse activities in the most updated and efficient manner.
- Make sure that
all the GIK are tracked and distributed to the beneficiary with ARC form
and procedures
- Any other duties
as assigned by your supervisor
Qualifications
- 3-5 years
experience in administration and procurement for an NGO. Minimum 2 years
of supervisory.
- Must be a CIPS
Graduate
- 1st Degree in
Supply Chain Management/Commerce/Business Administration
- Ability to work
with a team in an intense environment.
- Strong computer
skills in Microsoft software products: Excel, Word,
- Excellent
written and oral communications skills as well as leadership skills.
- Ability to
prioritize multiple tasks and meet deadlines.
- Flexibility,
sense of humor and good interpersonal skills.
- Fluent in
English, ability to speak Somali will be an added advantage.
Application letter and copies of relevant academic and technical
qualifications should be sent to: arcsomalia 2013@gmail.com OR
roselyno@arcrelief.org not later than 1st February 2013.
