Administrative and Logistics Technical Assistant Dadaab (Re-Advertisement) at Norwegian Refugee Council

Job Description

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


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


Responsibilities

The following are specific responsibilities for the role.

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 and resident of the context in Dadaab and Fafi sub-Counties is an essential
Experience of working with INGO in a similar capacity will be an added advantage