Administration Job in Kenya

Administration and Logistic Coordinator

Department: Procurement
and Admin

Reports to: Deputy
DCD-Operations

Duty Station:
Nairobi, Kenya

CARE Kenya is an International NGO working in Kenya together with its
partners work with vulnerable communities to address the underlying causes of
poverty and promote peace and development, through its strategic goal to reduce
poverty by empowering women, enhancing access to resources and services, and
improving governance.

The Administration and Logistics
Coordinator position will be based in Nairobi with
frequent travel across CARE offices in Kenya will report to the Deputy
Country Director -Operations.

I. JOB
SUMMARY

CARE USA Core Values Commitment:

The core Values Commitment describes who we are, what we do, and how we do
it. It reflects our core values of TRANSFORMATION, INTEGRITY, DIVERSITY,
EQUALITY, and EXCELLENCE, which serve as a foundation for all what we do. The
core Values Commitment articulates our shared expectations of each other
including our board, staff, volunteers, interns, partners, and contractors globally.

Role Profile

The Administration and Logistics Coordinator is responsible for the
efficient management of administration, Property and facilities,
transport/logistics and travel related services. This includes ensuring that
all processes are functioning efficiently across the CO and that there is good
coordination between Nairobi and the sub-offices. She/he is responsible to
ensure that CARE Kenya operations are carried out efficiently and in alignment
with established operating policies, procedures and standards so that program
activities can be implemented smoothly, on time and within budget.

S/he collaborates with the sub-office managers and ensures effective
coordination between the program and administrative throughout CARE Kenya and
maintains up to date policies and procedures documentation. The Administration
and Logistics Coordinator must be a proactive problem-solver who is
self-motivated and energetic. S/he must hold him/herself and members of the
team accountable for effective and efficient service delivery to the programs
as well as high levels of integrity and compliance with organizational
policies, processes, and regulations. S/he must demonstrate the adoption of
efficient and cost-effective methods and a strong customer service focus

II. ROLES
AND RESPOSIBILITIES

1. Leadership
and management of the Country Office Administration and Logistics Teams-25%

• High quality leadership and team management – Manage
  the performance of team members through performance reviews, frequent
  conversations, and other methods as appropriate for continuous performance
  improvement.


• Develop and organize activities of Admin and Logs
  team to provide timely and effective support to CO program to ensure
  objectives are met.


• Partner with other CO peer positions and departments
  in ensuring seamless coordination and support to the CO


• Supervise, guide and mentor admin and logistics
  staff in Nairobi and field locations, ensure timely and high-quality
  service delivery


• Provide guidance and support and capacity
  strengthening to sub-office administrative staff as instructed by the
  DCD-Ops


• Ensure all staff have the appropriate orientation
  and guidelines to ensure implementation of CARE administrative policies
  and procedures.


• Contribute to cost controls through systematic
  review of expenditures, identify cost-saving measures and implement
  appropriately to improve stewardship of CO resources


• Conduct regular monitoring and supervision visits to
  provincial offices to provide support and coaching to admin staff and
  conduct spot checks of files to ensure availability and accuracy of the
  information in the system


• Ensure that there is a coherence in the support
  provided between Nairobi and all field Office locations, positively
  Influencing ways of working within the PS Team to have a positive impact
  on the efficiency of the different units and value addition to the CO

2. CO
Property and Asset Management -30%

• Ensure all staff have the appropriate orientation
  and guidelines to ensure implementation of CARE property and asset
  policies and procedures


• Ensure that procedures are in place and in use to
  ensure appropriate management, documentation & protection of CARE
  assets


• Ensure that procedures and processes are in place
  and in use to control allocation and management of equipment including
  vehicles, and ensure implementation of effective fleet management


• Manage the inventory, property and equipment of the
  Country Office


• Ensure leased properties are properly managed in
  line with the terms and conditions of the lease agreement.


• Ensure adequate controls and process are in place to
  ensure effective management of the stores are in compliance with donor
  rules and regulations


• Mitigate possible risks by ensuring safety and
  security for both rented and owned assets.


• Lead semi-annual and annual physical inventory and
  reconciliation of Property Register with Financial records as required by
  CARE policy and procedures.


• Facilitate the timely completion of Health and
  Safety audits guidelines as per OSH requirements and implementation of the
  audit recommendations in coordination with the security team

3. CO
Facilities and Administration management -25%

• Coordinate the provision of administrative support
  to the provincial offices as requested


• Ensure the maintenance of all CARE rented/ owned
  facilities and follow utility obligations in a timely manner.


• Negotiate with prospective landlord suitable terms
  and conditions for all lease agreements and ensure all leases are vetted
  by the CO legal counsel before signing by the CD


• Keep track of all CO leases and ensure obligations
  are met on time to minimize the risk on the CO operations


• Lead the analysis of Country office’s travel related
  needs and coordinate with procurement to identify high quality service
  providers and manage subsequent service level agreements (SLAs).


• Strengthen CARE Kenya’s system for travel management.


• Coordinate and ensure the implementation of
  administrative policies and activities

4. CO
Fleet Management -10%

• Ensure effective systems are in place for vehicle
  scheduling, management, maintenance and reported in a timely manner.


• Support the team to embed organizational systems,
  standards, and structures related to fleet management, including advice,
  clarity on policy, procedures, and ways of working.


• Ensure Fleet related policies and procedures for
  logistics are adhered to, including ensuring metrics and reporting are
  submitted on time to management for decision making


• Analysis of CO Fleet to determine the most cost
  effective and efficient means of delivery.**


• conduct security awareness training in accordance
  with CARE policies and procedures and in cooperation with the Safety and
  Security Manager.


• Assess CARE accommodation, office and other
  facilities in all operational locations and advise on any possible
  security measures or change of locations.


• Monitor and insure staff adherence to the set safety
  and security measures

5. Customers
Service Excellence-10%

• Ensure coherence in the Admin and Logistics function
  and across functions to have positive impact on efficiency and value
  addition to the CO.


• Establish and maintain effective relationship with
  customers for improved service delivery.


• Provide proactive, rigorous, and logical methods to
  solve Admin and Logistics support related challenges faced by units across
  the Country Office.

III. QUALIFICATIONS

A. Education

• Bachelor’s Degree in Business Administration,
  Logistics, Finance, or related areas or equivalent in years of
  professional experience in progressively senior roles. A Master’s degree
  is desirable.

B. Experience
and Competencies Required

• The position requires a minimum professional
  experience of 4 years in the management of administrative procedures, at
  least 2 at managerial level.


• Knowledge of Admin and Logistics management and
  experience in organizational effectiveness and operations best practices


• Excellent planning, negotiation, and communication
  skills – ability to adapt or change priorities according to the changing
  demands of the job


• Customer oriented – internal and external

IV. CONTACTS/KEY
RELATIONSHIPS

This role is expected to establish and maintain open, professional, and
cordial relations with the COs internal and external customers. These include
and not limited to.

Internal

• Country Office teams; Program, Finance and Safety
  and security Teams


• Shared Service Centre, Regional Office, and Head
  Quarters

External

• Vendors / Government agencies / Other organizations
  (peer organizations)

CARE is an Equal Opportunity Employer promoting gender, equity, and
diversity. Female candidates are strongly encouraged to apply.

How
to Apply

For more information,
click on the following link, https://www.care-kenya.org/get-involved or to apply click on the
following link Administration and Logistics Coordinator – CARE
International in Kenya (smartrecruiters.com)

Deadline; April 8, 2022