Logistics and Administration Assistant at Concern Worldwide,
- Job level: Entry Level
- Exp.: 2+ Years
- Min. Education level: Diploma
- Specialism: Business Admin, Management or Development / Operations / Purchasing & Supply Chain
Job Vacancy Description
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
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
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
- 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
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
- 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
Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only with the subject as ‘ Logistics and Administration Assistant’ on or before Monday 29th May 2023 “. Only short-listed candidates will be contacted for interview.
Concern Worldwide is an equal opportunity employer and does not charge a fee at any stage of the recruitment process (for application, written test, interview, training, medical examination etc.) nor act through recruitment agents. This is applicable for all opportunities including staff and interns.
Your Personal Data
During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.
Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on ensuring that the name of any employee or volunteer (existing or new), does not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). Any offer of employment (either paid or voluntary) with Concern Worldwide will only be made following a successful clearance check being conducted on the applicant and such checks may be updated periodically during the course of the period of employment.
By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists
In certain circumstances, donors may request that personal data relating to employees to work on the activities that they fund be provided directly to them – so that they can perform their own counter terrorism checks. This may involve transferring some basic personal data outside the EEA. It will be a condition of your employment contract that Concern be allowed to share this information with institutional donors for these purposes.
For additional information please consult our website or contact the Human Resource Division in our Head Office.
You have certain rights under data protection legislation. For more information on how to exercise those rights please visit www.concern.net/about/privacy
Please only apply for this position if you are satisfied with the proposed processing of your personal data as outlined above.
This Applications will be sent to. If you want to send your application via email, you can send it to the address(es) above!