Job Title: Logistics, Administration and Finance Assistant
Salary Scale: Grade D
Salary: 73,668/= (Plus Medical
Insurance)
Supervisor: Hierarchically
accountable to the Resources Manager, liaises with the Transport and Custom
Officer, Procurement Officer and HR / Finance Officer.
Location: Nairobi
Purpose: To
support the administration side of Finance, Supply, Transport, and Warehouse as
per operational needs.
General Objectives of the Position
A. Finance and Administration
·
VAT tracking: in close cooperation
with transport/customs and finance departments, follows up VAT returns,
exemptions and refunds;
·
VAT tracking: maintains an up-to-date
VAT refund overview and reports to transport/custom and finance departments;
·
Administration: photocopies
bookkeeping, scans documents, files documents;
·
Supports the Finance Unit with data
entry (bookkeeping), cheques tracking, payments preparation when needed ;
B. Customs and transport
·
Export goods process: returns export
doc to supplier(s)/ clearing and forwarding agent;
·
Logistics database management: enters
data into logistics database - log7;
·
Logistics database management: closes
export doc in log7;
·
Transport administration: takes
copies weekly and at every end of the month;
·
Transport administration: organizes
documents into folders;
·
Transport administration: files
documents in the designated files;
·
Supports the Transport and Customs
Unit by assisting in preparation of export documents and transport file (TF);
tracing transport related documents; following up endorsed doc with relevant
parties involved;
C. Procurement
·
Logistics database management: enters
data into Logistics Database – Log7;
·
Procurement administration: files
documents and properly maintains the procurement archives;
·
Liaises with clients and suppliers to
expedite orders;
·
Service Level Agreements (SLA) and
Suppliers’ prequalification: follows up the prequalification process, arrange
meetings, keeps the Suppliers archives in tidy order;
D. Warehouse
·
Operations: supervises in/offsite
loading/offloading upon request;
·
Operations: assists with creating
packing lists and other documents as required;
·
Logistics database management:
supports Warehouse Control Officer receiving goods (physical and in Logistics
Database – Log7) and preparing cargos (picking, packing, dispatching, etc.);
·
Supports Warehouse operations when
needed;
E. Other
·
performs any other task if required
to do so.
Required Skills:
·
Ability to organize and prioritise
workload independently, using initiative when appropriate;
·
Highly Accurate;
·
Managerial Skills;
·
Able to work with and implement
Standard Operating Procedures and Organization specific standards;
·
Excellent computer literacy: excel,
access, word. ERP systems knowledge is a plus
·
Good command of English and Swahili,
both written and spoke
·
Pleasant and polite attitude at all
times; ability to reflect the professional standards of MSF-OCA
·
Ability to work with minimal
supervision as part of multi-cultural and multidisciplinary team
·
Interest in and commitment to MSF’s
activities, ability to represent MSF to others
Qualifications
·
Diploma, Advanced / Diploma in
Finance, Supply, Logistics or related fields;
·
Minimum 2 years of relevant working
experience;
·
Willingness to work extra hours even
on weekends according to needs raising from operations.
How to Apply
Email: nsc-capitallog@oca.msf
