Administration and Logistics Officer - Mombasa

 PROGRAM/ DEPARTMENT SUMMARY:

Yes Youth Can a USAID funded program that focuses on building youth-owned, youth-led and youth-managed institutional arrangements and capabilities at both national and county levels.  The Yes Youth Can Program has four objectives: (1) increase economic prospects for youth through skills development and access to finance to create: economically viable microenterprises; self-reliant community level economic development projects, and; employment opportunities (2) improve youth voice in local, regional, and national policy dialogue through enhanced advocacy capabilities and inter-ethnic dialogue (3) expand youth access to essential services that are more youth-friendly, and (4) establish new institutional arrangements that can leverage public and private resources through youth-managed organizations.

[Describe overview of job missioGENERAL POSITION SUMMARY:

The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions. The overriding objective for all administration and logistics operations is the prompt and effective provision of support services to Mercy Corps’ beneficiary populations in compliance with donor specifications. The Administration & Logistics Officer will be responsible for facilitating the administration and logistics functions at Mercy Corps Mombasa office and the affiliated support bases in the Coast region.

ESSENTIAL JOB FUNCTIONS:

Procurement:

§  Daily coordination of MC procurement activities;

§  Ensure full understanding and adherence to MC procurement policies and formats. Assists, as needed in training staff on these policies;

§  Assists staff  as needed on creating clear and understandable purchase requests and other documentation;

§  Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats;

§  Interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms.

§  Ensure fair competition and strictly adhere to  MC procurement rules regarding vendor relations

§  Maintain up to date Mercy Corps Procurement data management system.

§  Interact with contractors, in coordination with the Program & operations Manager;

§  Prepare the required documentation of supplies and transactions are completed to MC standards.

§  Ensure proper asset management; maintain proper and updated asset register with clear asset identification tags.

Fleet management:

·         General management of agency vehicles in co-operation with the Operations Manager.

·         Ensure that all vehicles are safe and road-worthy.

·         Collecting and distributing of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets.

·         Schedule vehicle use to meet programmatic and operational needs.

·         Maintain vehicle board daily.

·         Oversee fuel consumption purchase and tracking including coordination with gas station(s)

·         Organize regular service schedules for vehicles. Maintain service schedule files.

·         Collect Vehicle Service Requests from drivers. Submit VSR-s to the Operations Manager for approval

·         Ensure major repairs are done in a timely manner.

·         Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.

·         Ensure that security incident reports are completed and filed (if related to vehicles).

Administration

·         Ensure proper management and coordination of staff travel arrangements including transport and  security

·         Ensure good general office management

·         Ensure adherence to Mercy Corps administrative, IT, HR and logistics procedures and staff policies by MC staff. Provide training and guidance to MC staff, as needed.

·         Prepare, update and track needed changes in staff files including timesheets, leave system tracking, and other personnel matters as required.

·         Manage and renew office and house/apartment rental agreements.

·         Establish and maintain appropriate filing systems for office correspondence.

·         Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.

·         Purchase of office supplies.

·         Co-ordinate any other necessary administrative and office management details including the maintenance of the premises.

·         Preparing comprehensive, accurate and timely monthly reports.

The Administration and Logistics officer will conduct himself/herself both professionally and personally at all times in order not to bring Mercy Corps into disrepute of any kind.

Do This

SUPERVISORY RESPONSIBILITY:

The Administration & /Logistics Officer will oversee/manage the Office  Assistant & Drivers and ensuring that all technical, administrative and management systems and standards agreed upon for the agency are adhered to.

ACCOUNTABILITY

Accountable for the following: Mercy Corps Field Procurement Manual, Administration manual,  the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.

REPORTS DIRECTLY TO: Regional Program Coordinator - Coast

WORKS DIRECTLY WITH: Program team, Logistics team, Operations Team, HR Team, YYCR.

KNOWLEDGE AND EXPERIENCE:

• Degree in supplies management, business admin, or a relevant business field.
• Minimum 3 years’ experience in an NGO overseeing either procurement/supply chain management, office administration, warehousing, or field support operations.
• Strong organizational and interpersonal skills.
• Fleet management experience in an NGO.
• Good oral and written English & Kiswahili.
• Good computer skills on MS Office programs, especially in MS Excel.
• Possess a clear understanding of procurement and administration procedures.
• Knowledge of donor compliance and ethical standards is essential. 
• Basic motor-vehicle mechanics knowledge  and a valid current driving license.

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks
• Ability to work as part of a team and coordinate with project personnel

Interested candidates who meet the above minimum requirements should submit a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org  on or before Monday 24^th June 2013. Please do not attach any certificates!

Applicants must clearly indicate on the email subject field; “Admin & Logs Officer”.   Applications without this subject heading will not be processed. ONLY Qualified short-listed candidates will be contacted.