Logistics and Administration Assistant at Concern Worldwide

Reports to: County Manager, Isiolo; and Nairobi based Logistics and Procurement Manager County Manager, Isiolo; also to Nairobi based Logistics and Procurement Manager

Direct Reports: None

Job Location: Isiolo County (Candidates must be legally entitled to work in Kenya at the time of application – National Position)

Contract Details: Fixed Term , Twelve (12) Months Contract

Job Purpose:

The incumbent will provide efficient and effective logistical and administrative support in the County in compliance with Concern’s and donor policies & procedures.

Main Duties and Responsibilities

General

To ensure that the field office maintains Concern internal systems and best practice for logistics and administration functions. In liaison with the Nairobi and Isiolo teams, ensure efficient and timely systems support for programme implementation.

Logistics and Procurement Support

• Under the guidance of the logistics team in Nairobi and the county manager, facilitate all local procurement processes in Isiolo office including reviewing of SRs for completeness, collecting quotations, processing LPOs and general liaison with local suppliers.
• Support processing and submitting invoices for all field office procurements, accommodation and conferences to Nairobi for payments.
• Update SR Tracking Sheet for any procurements carried out in Isiolo
• Submit monthly Stock Reconciliation Report and Transport Reports
• In liaison with the county managers and Nawiri admin officer, facilitate vehicle movement planning for Concern programming in Isiolo whenever necessary.
• With support from the systems team in Nairobi, support maintaining the Inventory for Isiolo office and ensure the Fixed Asset Register is up to date.

Administration and Finance Support

• Liaise with Nawiri Admin for proper running and maintenance of the office premises and administration services in the Merti, Garbatulla and Isiolo office including ensuring general office supplies are available
• Support organize accommodation for visitors where needed
• Receive all payment documents from Isiolo, Merti and Garbatulla for County and Sn. Manager H&N approval and submit to CRS Isiolo and Concern Nairobi for payment
• Assist in photocopying, scanning and sending of programme and payment support documents and filing is complete, accurate, up to date, and in correct order to facilitate checks and audits
• Liaise with Sub County Managers to schedule repairs and maintenance for equipment and offices where needed
• Update payment tracker for payment done by Concern and CRS on a weekly basis and share out with County Managers

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Participating and contributing towards Concern’s emergency response, as and when necessary
• Take all possible measure to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

• Diploma in Business Administration, Supply Chain Management, Operations or relevant field
• Basic accounting skills will be an added advantage
• At least two (2) year experience in a similar role. Previous experience of working in an NGO.
• Professional certification in procurement and logistics or relevant field
• Proficiency with computers programmes, excel, word, spread sheets

Preference will be given to candidates who have:

• High integrity and demonstrated ability to follow standards and policies
• Ability to work in a systematic and organized manner
• Energy to work long hours when needed and be out in the field all day
• Excellent organizational, interpersonal and communication skills
• Positive attitude and willingness to learn
• Innovative, team player with an ability to work under pressure

Competencies required:

• Good communication skills and can work well with others
• Deliver results
• Creative and innovative and open minded to changes

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a consultancy opportunity with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their consultancy contract. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to do consultancy work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, being hired as a consultant with Concern is subject to a range of vetting checks, including criminal background checking.

Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.net