Administration and Logistics Officer – Turkana at Plan International

Administration and Logistics Officer – Turkana at Plan International

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Job Description

Plan International, a renowned global organization, has been dedicated to promoting and protecting the rights of children for over 75 years. Founded by British journalist John Langdon-Davies and refugee worker Eric Muggeridge in 1937, Plan International initially aimed to provide food, accommodation, and education to children affected by the Spanish Civil War. Today, Plan International continues its mission to foster a just world that advances children’s rights and equality for girls.

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Why Join Us?

Competitive Salary and Benefits

We offer a comprehensive compensation package that includes:

• Competitive Salary: We provide a salary that reflects your experience and qualifications.
• Health Insurance: Comprehensive health coverage for you and your family.
• Paid Time Off: Generous vacation, sick leave, and public holidays.
• Retirement Benefits: Contributions to your retirement plan to secure your future.
• Professional Development: Opportunities for growth and development through training and workshops.
• Work-Life Balance: We promote a healthy work-life balance with flexible working hours and remote working options.

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About the Role

We are seeking a highly motivated and organized Administration and Logistics Officer to join our team in Turkana. This role is crucial in ensuring the efficient operation of our office, providing administrative and logistical support, and maintaining compliance with organizational policies.

Job Title: Administration and Logistics Officer
Location: Turkana, Kenya
Employment Type: Full-Time
Department: Administration and Logistics
Reports To: Program Unit Manager
Closing Date: 7 June 2024

Key Responsibilities

Front Office Management (30%)

• Serve as the first point of contact for all incoming visitors and manage the organization switchboard.
• Oversee the opening, closing, and monitoring of office access using the security system.
• Ensure timely payment of all utility bills.
• Coordinate with the Supply Chain department for the annual renewal of all relevant county government permits.
• Manage incoming and outgoing mails and parcels, maintaining accurate records for tracking purposes.
• Administer the office petty cash float and adhere to set expenditure guidelines.
• Maintain proper filing of all administration-related documents.

Administration (20%)

• Provide administrative and logistical support for conferences, workshops, and meetings.
• Make hotel reservations and travel arrangements for staff, volunteers, and visitors.
• Ensure strict adherence to policies under the overall finance and administration guidelines.
• Develop and maintain administration systems for orderly and easy access to documents.
• Coordinate office vehicle maintenance and ensure valid insurance coverage.
• Oversee the provision of cleaning services and office maintenance.

Procurement, Warehousing, and Assets Management (20%)

• Manage warehouse and stock movement, ensuring accurate records are maintained.
• Produce timely and accurate logistics reports.
• Oversee office stores management and asset/inventory control.
• Maintain an updated asset register and ensure safe custody of all assets.
• Liaise with requesters to ensure timely receipt of goods and services.
• Process payments and ensure timely submission of documentation to Finance.
• Maintain a proper filing system for all procurement documents and update the weekly procurement tracker.

Financial Responsibility (10%)

• Make payments for administrative support expenditures following Plan policies and procedures.
• Manage petty cash floats and ensure adequate funds for requirements.
• Prepare and submit accurate and timely financial reports.

Risk Management (10%)

• Identify and manage administrative and logistics risks.
• Ensure compliance with Plan Kenya and donor requirements and regulations.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Understand and practice responsibilities under Safeguarding and GEI policies.
• Ensure concerns are reported and managed according to procedures.
• Contribute to global efforts to ensure safeguarding and GEI.

Other Duties (5%)

• Perform other duties as assigned by the Line Manager.

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Qualifications

Essential

• Bachelor’s degree in Procurement and Supply Chain Management, Logistics Management, Business or Public Administration, or a related field.
• At least 3 years of relevant experience in administration, logistics, and procurement, preferably in an NGO.
• CIPS accreditation.
• Excellent interpersonal, team management, and supervisory skills.
• Proficiency in IT and computer skills.
• Knowledge of filing and general record-keeping.
• Proactive with excellent time management skills.
• Telephone operation skills.
• Ability to work under pressure with minimal supervision.

Desirable

• Operational experience in project awards and closeouts.
• Knowledge of VAT exemption procedures and Kenya Government procurement requirements.
• Experience with Enterprise Resource Planning systems like D365, SAP, and other corporate systems.

Languages

• Excellent written and verbal communication skills in English.
• Proficiency in Swahili.
• Knowledge of the local language (Turkana West) is desirable.

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How to Apply

Submit your CV and application on our company website.

Closing Date: 7 June 2024

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Join Our Network

Don’t see a fit at this time? Don’t worry. Join our Talent Network and get notified about the latest opportunities.

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Equal Opportunity Employer

We are committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. Plan International is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We do not charge any application or recruitment fee, whether refundable or not.

We wish you the best in your application and look forward to potentially working together to create a better future for children around the world.

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We look forward to receiving your application and thank you for considering a career with Plan International.