Kenya: Administration & Logistics Officer

Organization: Norwegian Church Aid
Country: Kenya
Closing date: 21 Sep 2016

Reports to: Finance, Human Resources & Administration Manager

Duty Station: Nairobi

Start date: 1st November 2016

Duration: 12 months, renewable upon availability of funding.

Travel: The position will require field travels to Somalia

Background

NCA is an ecumenical, and humanitarian organization founded in 1947 by Churches and Christian Organizations in Norway and mandated to work with people around the world to eradicate poverty and injustices. . NCA provides humanitarian assistance and works for long-term development.

NCA has maintained an operational office in Nairobi since 1972. Currently the Nairobi office serves NCA Somalia, Kenya country programmes; and two regional programmes namely the Eastern Africa Regional Peace Programme and Regional Gender Based Violence Programme.

Purpose of position

NCA Seeks a highly qualified and motivated person to perform administrative, logistics and procurement tasks to deliver efficient, cost effective and quality service to NCA programmes in Somalia, Kenya; and the Eastern Africa Regional Peace Programme and Regional Gender Based Violence Programme.

Main Responsibilities of Post Holder

  1. Procurement: Responsible for handling national and international procurement as required by NCA. Ensure full compliance to the NCA Procurement Manual and donor procurement policies. Develop a thorough understanding of the NCA Procurement Manual, identify potential non-compliance issues within NCA Programmes or partners and take remedial action. Build the capacity of staff and partners involved with procurement activities.

  2. Travel: Responsible for all booking and handling of travel arrangements in accordance with accepted service agreements with service providers for all NCA staff and visitors. Must ensure good working relations with main flights partner ECHO, UNHAS and private companies.

  3. Visas: Facilitate immigration formalities; work permits, visas and special passes for visitors, NCA staff in Kenya and Somalia.

  4. Vehicles management: Ensure proper maintenance of NCA Nairobi vehicles. Timely scheduled service updates, insurance compliance, vehicle log book recording and cleanliness. Ensure that established procedures, rules and regulations concerning the use of vehicles are adhered to.

  5. Accommodation and Housing: Process all accommodation, Conference/workshop booking requests received from staff in Nairobi office or Head Office when need arises in line with NCA procurement procedures. Also responsible for arranging housing and maintenance as required.

  6. Other office and logistics duties.

  7. To ensure that administration contracts with service providers are negotiated in line with NCAs policies before presentation to the management in agreed formats for authorization.

  8. Ensure systematic filing of all administration, logistics and Procurement records for ease of reference when needed.

  9. Liaise with the Human resources manager to ensure Office premises safety.

  10. Liaise with the Human resources manager to ensure that working areas meet health and safety standards.

  11. Liaise with the I.T team to ensure effective maintenance of the Office computers, printers and Networking system.

  12. Be responsible for the position and quality of work done by support staff from the cleaning Company

  13. Be co-responsible with finance department for keeping records and tagging of fixed assets in the field and Nairobi office.

  14. Be responsible for stock control of items in NCA stores.

  15. To ensure archiving of all documents in NCA archive systems

Job requirements:

Education:

University Degree in Business Administration or other relevant field in Finance, Accounting, logistics or Human Recourses.

KCSE education, with a minimum grade B+

Experience: At least 4 years’ experience in logistics and administration in an NGO working environment. Detailed knowledge of procurement procedures will be required.

Skills: Ability to work under pressure, independently and with limited supervision

Excellent IT skills in the use of MS-Office Suite and internet

Structured and systematic approach to undertaking tasks, giving attention to details

High level of patience and cross cultural adaptability and sensitivity

Excellent interpersonal, written and oral communication skills

Language: Excellent written and spoken English.

The successful candidate will be expected to show commitment to NCA’s vision, mission, values and strategies. Knowledge of the Core Humanitarian Standard (CHS) would be an advantage. NCA upholds the right of equal opportunity, and qualified female candidates are encouraged to apply

How to apply:

Applicants who meet the requirements and qualifications outlined above, should submit an application letter indicating expected remuneration and attach copies of their CV and any other supporting documents to:

Norwegian Church Aid, P.O. Box 52802-00200, Nairobi, Kenya or send an e-mail to vacancies.ncakenya@nca.no by 21st September 2016.

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