Administrative and Logistics Technical Assistant Kakuma

These responsibilities shall be the same for all positions with the same title. Details belong in the Work and Development plan.

Responsibilities

• Adhere to NRC policies, handbooks, guidelines, and donor requirements
• Assist with the implementation of the logistic and administration function’s portfolio according to Plan of Action
• Provide logistic and administration basic support
• Prepare and develop status reports as required by management
• Ensure proper filing of all support documents
• Assist in the planning and delivery of logistic and administrative activity
• Maintain administrative, logistic records, suppliers and equipment
• Promote and share ideas for improvement of the logistic and admin function
• Perform other duties, as assigned by Line Manager

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

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