Tanager is seeking a logistics and operations officer based in their office in Nairobi, Kenya, to provide logistical and administrative support required for the fulfillment of deliverables under the IGNITE project. This role will also ensure compliance with all relevant regulations in Kenya.
Qualifications
Bachelor’s degree in business administration, management, or related field
Minimum of six (6) years of progressive work experience in office management, administration, procurement and/or facilities management or equivalent including minimum of two (2) years of supervising staff
Outstanding organizational skills including the ability to multi-task and work well under pressure in a fast-paced small team environment and the ability to respond rapidly to changing environments
Strong planning skills
Good administrative, record keeping, and filing systems skills
Excellent critical thinking skills, sound judgment,and proven ability to make timely and sound decisions based on accurate judgment
Excellent oral communications skills
Strong written communication skills, including demonstrated ability to write required documents in a clear, concise, well-organized manner
Demonstrated ability to organize and lead the work of others in an atmosphere of multiple projects, shifting priorities, and deadline pressures
Strong mentoring and team-building skills
Advanced computer skills in a Windows based environment including Word, Outlook, PowerPoint, and Excel. As well as other Microsoft working platforms like SharePoint, One Drive among others
Accuracy and attention to detail
Professional proficiency in English required
Responsibilities
Provide logistical and administrative support to Team Leader, Technical Staff, and Consultants in undertaking and managing client assignments
Support IGNITE technical staff in managing logistics of concurrent client assignments
Oversee and manage the arrangement of travel and accommodation for staff and consultants, including booking hotels, organizing meetings, arranging air and ground travel; tracking messages and communication; and maintaining contact with staff during travel
Facilitate visas and work permits for staff and consultants
Monitor security alerts related to staff and consultant travel; advise Team Leader as appropriate on necessary precautions to be taken
Provide logistical support for events, conferences, and workshops including arranging refreshments and venues
Manage day-to-day office operations
Develop and implement administrative workflows, procedures, and standard quality controls. Implement office support procedures and recommend changes as required
Maintain office management systems including tracking and coordinating renewals of office lease, utility and service contracts, and other 3rd party contracts
Ensure adequate stock of office supplies and oversee maintenance of office equipment such as photocopiers and scanners and ensure repairs are made in a timely fashion
Oversee the cleaning, maintenance, and repair of facilities including electricity supply, water, and plumbing
Supervise the office assistant and office administrator
Oversee procurement of project- and office-related materials to ensure effective delivery of activities and services
Ensure that the procurement process is systematic, transparent, and compliant, in line with Tanager Procurement Policy
Work with the Accountant to ensure that procurements, contracts, and purchase orders represent best value for money and in line with project budget
Ensure timely processing of purchase requests
Ensure all procurement documentation is uploaded to SharePoint within 30 days of finalization
Manage relevant SharePoint repository pages and act as a SharePoint champion for the Kenya office and provide backstopping support for staff on optimizing SharePoint and other related Microsoft resources like OneDrive, teams, OneNote etc
Establish effective inventory system, maintain equipment and furniture inventory list, including location of all assets, and physically verify existence of all inventories on a semi-annual basis
Support Team Leader in managing staff administrative and compliance aspects
Ensure adherence to local and other corporate applicable policies, procedures, and schedules including the NGO board regulations and procedures, local licenses and permits among others
Ensure incidents involving staff and/or property are reported and provide Team Leader with comprehensive understanding of Tanager’s liability and recommend actions to be taken to limit risk to the project and organization
Coordinate staff motivation activities like team building among others
Support onboarding of new staff
Other duties as assigned by the supervisor
Job Requirements
Required education
: Bachelor's degree
Required relevant work experience
: 5 years
Required languages:
English (Spoken: fluent | Written: fluent)
Want to see how you rank against other applicants?
Get detailed analysis on Fuzu Instant Feedback
YouVS
Sign up to learn more
