Administration and Logistics Officer Job in Kenya

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities. 

Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve. 

Mercy Corps is looking for committed and dynamic individuals to take up the following positions. 

Administration and Logistics Officer - Lodwar
 
Program / Department Summary: Mercy Corps has been operational in Kenya since 2007 and currently implements programs in Rift Valley, Central and Wajir districts with funding from USAID and KMT. 

Mercy Corps Kenya has experienced significant growth in the past year and a half after securing several high profile awards from USAID and now expanding to Turkana. 

Mercy Corps’ efforts are focused on supporting youth so they have a voice and opportunities for growth. We are also helping drought affected communities recover and be more resilient.
 
The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions. 

The overriding objective for all administration and logistics operations is the prompt and effective provision of support services to Mercy Corps’ beneficiary populations in compliance with donor specifications.
 
General Position Summary: The Administration and logistics officer is responsible for facilitating the administration and logistics functions at Mercy Corps field offices. 

Working closely with Program, Operations and Finance the Administration and Logistics Officer is instrumental in supporting program activities through his/her services.

Essential Job Functions:
 
Responsible for operations functions at the field office as follows:
 
Procurement
  • Daily coordination of MC procurement activities;
  • Ensure full understanding and adherence to MC procurement policies and formats. Assists, as needed in training staff on these policies;
  • Assists staff as needed on creating clear and understandable purchase requests and other documentation;
  • Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats;
  • Interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms.
  • Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations
  • Maintain up to date Mercy Corps Procurement data management system.
  • Interact with contractors, in coordination with the Program & operations Manager;
  • Prepare the required documentation of supplies and transactions are completed to MC standards.
  • Ensure proper asset management; maintain proper and updated asset register with clear asset identification tags.
Fleet management
  • General management of agency vehicles in co-operation with the Operations Manager.
  • Ensure that all vehicles are safe and road-worthy.
  • Collecting and distributing of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets.
  • Schedule vehicle use to meet programmatic and operational needs.
  • Maintain vehicle board daily.
  • Oversee fuel consumption purchase and tracking including coordination with gas station(s)
  • Organize regular service schedules for vehicles. Maintain service schedule files.
  • Collect Vehicle Service Requests from drivers. Submit VSR-s to the Operations Manager for approval
  • Ensure major repairs are done in a timely manner.
  • Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
  • Ensure that security incident reports are completed and filed (if related to vehicles).
Administration
  • Ensure proper management and coordination of staff travel arrangements including transport and security
  • Ensure good general office management
  • Ensure adherence to Mercy Corps administrative, IT, HR and logistics procedures and staff policies by MC staff. Provide training and guidance to MC staff, as needed.
  • Prepare, update and track needed changes in staff files including timesheets, leave system tracking, and other personnel matters as required.
  • Manage and renew office and house/apartment rental agreements.
  • Establish and maintain appropriate filing systems for office correspondence.
  • Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
  • Purchase of office supplies.
  • Co-ordinate any other necessary administrative and office management details including the maintenance of the premises.
  • Preparing comprehensive, accurate and timely monthly reports.
The Administration and Logistics officer will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
 
Supervisory Responsibility: The Administration & /Logistics Officer will oversee/manage the Office cleaner and Driver. Ensure that all technical, administrative and management systems and standards agreed upon for the agency is adhered to
 
Accountability

Accountable for following Mercy Corps Field Procurement Manual, Administration manual, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.
 
Reports Directly To: Operations Manager
 
Works Directly With: Program, Logistics team
 
Knowledge and Experience:
  • Degree in a relevant business field is desired. 
  • At least 2 years of experience in large scale logistics, supply chain management and/ or international business. 
  • Must demonstrate understanding of logistics procurement and administration ethics and good management skills with diverse team with large flow of information and activities. 
  • Must be able to work independently and prioritize, show initiative experience in an NGO setting. 
  • A strong understanding of donor compliance and budgets required. 
  • Good report writing skills and ability to make recommendations for improvements; 
  • Strong computer (MS Office) skills, filling and organizational skills. 
  • Excellent spoken and written skills in English; 
  • Willingness to travel throughout field office when required.
Success Factors:
  • Conscientious with an excellent sense of judgment
  • Ability to work simultaneously on multiple tasks
  • Willingness and ability to work effectively with a wide variety of people
  • Ability to work as part of a team and coordinate with project personnel
  • Good spoken and written English
  • Good spoken and written skills in local languages and sometime dialects.
  • Thorough understanding on Kenya logistical challenges, market mechanism and supply chain.
  • Computer literate and strong organizational skills.
  • Good team spirit
How to Apply

Interested candidates who meet the above required qualifications and experience should submit on or before September 30, 2014 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org. 

The email subject Line must clearly show the job title and location they are applying for. 

Applications without the right subject heading will be automatically disqualified. 

Please do not attach any certificates.

(ONLY Qualified and selected candidates for the interview will be contacted)


NB: Mercy Corps does not charge any fee at any stage of the recruitment process.