Administrative and Logistics Technical Assistant Kakuma

Qualifications

• Bachelor’s Degree or Higher Diploma in Business Administration and/or Logistics related field preferred
  
• Minimum of 3 years of experience in a similar role
  
• Experience working as Administration or Logistics in a humanitarian/recovery context
  
• Previous experience from working in complex and volatile contexts
  
• Documented results related to the position’s responsibilities
  
• Knowledge of English, Swahili and local Language-
  
• Knowledge of the context in Kakuma is an essential
  
• Experience of working with INGO in a similar capacity will be an added advantage
  

Administration roles

• Ensure the office complies with all administrative legal requirements, including taxes, government registrations, and licenses within the area of operations.
  
• Maintain high standards of cleanliness and organization in the office premises to promote a positive working environment.
  
• Manage tenancy agreements, including tracking expiry dates and notifying relevant occupants in advance.
  
• Coordinate efficient travel arrangements, including booking flights and hotel accommodations for staff and visitors.
  
• Contribute to the continuous improvement of the organization’s image by ensuring proper office layout and professional outlook.
  
• Provide reception services that deliver a warm welcome to visitors and promptly address their needs.
  
• Monitor and maintain adequate stock of refreshments, cleaning supplies, and materials, ensuring quality and hygiene standards are upheld.
  
• Oversee timely payment of utility bills and guesthouse rents for all field offices.
  
• Manage office inventory, equipment, furniture, and fittings, ensuring proper maintenance and functionality.
  
• Promote awareness of organizational policies and procedures, offering practical guidance to staff and ensuring compliance.
  
• Ensure office buildings and accommodation facilities are properly maintained, repaired, and kept in order and cleanliness.
  
• Perform any other duties assigned by your supervisor.
  

NRC Logistic support roles.

• Ensure all procurement processes are in compliance with logistics handbook and donor requirements.
  
• Preparation of RFQs, getting quotations, prepare bid analysis and upload POs into
  
• Agresso systems to seek approvals.
  
• Draft supplier(s) contracts
  
• Receive supplier’s invoices and submit payments to finance department accordingly
  
• Maintain updated contract management form
  
• Liaise with suppliers to ensure prompt and accurate delivery of goods and services.
  
• Assist with Organizing of transport of materials according to procedures on a timely manner
  
• Ensure accurate stock and asset list and reports are sent to the Country logistics officer on a timely manner.
  
• Ensure there is a proper filing system for procurement documents for easier retrieval and when needed and an archive for old documents.
  
• Facilitate the receiving and dispatching of supplies and project materials to the respective field offices on a timely manner.
  
• Responsible office permanent and temporary vehicles for day-to-day movements and preparing their payments in right time
  
• Monitor office generator log sheet, daily fuel consumption and preparing monthly reports
  
• Any other duties assigned by your supervisor