Job Summary
The Administrative and Logistics Officer is responsible for providing professional administrative support and Logistics related services to SIF operations, programs and staff.
Minimum Qualification:Bachelor
Experience Level:Mid level
Experience Length:2 years
Job Description/Requirements
JOB TITLE:Administration & Logistics Officer
LOCATION:Marsabit , Kenya
CONTRACT DURATION:7 (Seven ) months with possibility of extension
START DATE:March 2021
SALARY GRADE:According to SIF’S National Staff Salary Scale
POSITION SUMMARY:
The Administrative and Logistics Officer is responsible for providing professional administrative support and Logistics related services to SIF operations, programs and staff. This position will ensure that the administrative practices and Logistics policies enable SIF to work in an effective, efficient and consistent manner in compliance with Kenyan regulations, SIF procedures and Donors guidelines.
The Administrative and Logistics Officer will work in close collaboration with the rest of the departments and under the direct supervision of the Regional Admin, HR & Finance Coordinator.
KEY DUTIES & RESPONSIBILITIES:
HR Management:
1. Administration/HR Management ;
• Be the focal point, at base level, in terms of local legal analysis and follow up;
• Support administrative follow up: contracts, legal obligations;
• Ensure that SIF is operating within the statutory requirements of Kenyan Labor Law and regulation;
• Make sure the contracts are filed and translated, and all payments to various service providers are paid on time;
• Collaborate and support in recruitment, selection and hiring of new SIF staff and casual workers in Marsabit Field office.
• Monitor compliance with the national labour code and the organizational HR policy at base level;
• Supervise and ensure maintenance and safety of cash box in Marsabit Office;
• Manage the cashbook of the Marsabit field office;
• Manage and follow up the pay-outs and advances, within established guidelines and thresholds;
• Verify, before recording, that records conform to regulations and procedures of SIF ;
• Monitor due dates for payments of contracts managed by the Regional Admin, HR & Finance Coordinator;
• Carry out any other administrative activities relevant to her/his mission.
2. Procurement ;
• Ensure compliance with the procurement policy of SIF and donor procurement conditions/policy;
• Collection of procurement quotations from the suppliers;
• Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems in coordination with the Logistics Manager;
• Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers in compliance with SIF procurement policy;
• Manage all purchases within Marsabit office in collaboration with Programs manager and Logistics Manager;
• Ensure that SIF purchase procedures (Purchase Order form, Quotation, Invoice) are respected, by confirming that all validations are done on time before making any commitment to the Supplier;
• Updating the monthly list of suppliers & monthly logistics report.
• Confirm advances given for the purchases are justified by invoices and proper purchase documents;
• Check the quality of the items purchased and make sure that it fits the specification requested, by verifying the SPO and the Delivery note;
• Assist Logistics Manager in developing contracts for office, suppliers & service providers and update them in contract tracking sheet;
Transportation of goods:
• Fastrack on the Cars & Trucks upon dispatch for any Transportation requirements.
• Coordinate transport & reservations (airport pickup/drop) for SIF staff visiting the field.
Stock management:
• Determine if inventory quantities are sufficient for needs, ordering more materials when necessary
• Supervise the reception of all materials and check properly the delivery notes and communicate to Programs Manager where there is a discrepancy;
• Make sure that water/electricity/fuel etc… are running properly
• Calculate and follow up the monthly consumption of each vehicle (fuel &mileage).
• Draw up and update Equipment inventory list of all assets.
Security Management:
• Ensure the respect of the security guideline adopted in the mission
• Follow up the news/security events closely in the region and update the team.
• Assist & follow up on updating all staff on new security measures taken by SIF
• Ensure that every incident is reported as fast as possible to the Logistics Manager
Others:
• Performs other relevant tasks as assigned by the Programs Manager, Logistics Manager & Regional Admin, HR & Finance Coordinator
• Work in close collaboration with colleagues in Programs, Logistics and admin & Finance team by collecting, verifying, analyzing their data and if needed provide appropriate advices and trainings.
• Support the program in order to facilitate the implementation of the activities
Qualifications and Education Requirements
• Degree in Bachelors of Commerce, purchase and procurement or relevant field
• Minimum of 2 years’ experience in a similar field
• Strong knowledge of Administrative, logistics and the supply chain management.
• Basic knowledge of electricity and engines.
• Very good skills in computing (hardware and software - Microsoft Word, Excel and Outlook
• Fluency in written and spoken English and Kiswahili (speaking and writing),
• Ability to manage good manual works
• Very good organizational skills
• Ability to work in a team
• Ability to work under minimal supervision
• Ability to prioritize tasks
ETHICS AND PROFESSIONAL PRACTICE
• Respect and promote SIF’s policies and agree to comply with SIF Code of Conduct and ensures Child Safeguarding standards are upheld.
• Report to your line manager any discrepancies of SIF’s policies among the team or partners
• Maintain confidentiality at all times.
APPLICATION:
Please submit your application (CV, cover letter, 3 references) (Please use word or PDF format) not later thanWednesday 10th, March 2021. The position title Administration & Logistics Officer should be indicated on the subject line.
SIF is an equal opportunity employer; females are encouraged to apply. Only short listed candidates will be contacted. Candidates currently residing in Marsabit will be preferred.
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