Position: Field Logistics and Administration Assistant
Responsible to:- Field Administrator
Location: Kakuma – Non family duty station
Closing date: – 12th August, 2015
The Organization: Handicap International is an INGO specialising in the field of disability and development.
A strong emphasis is placed on empowering people with disabilities through their integration into mainstream development activities and the provision of appropriate health and rehabilitation services to ensure equal opportunities for all.
The rehabilitation project in Kakuma aims to provide and secure tangible and measurable improvement of independency in activities of daily living and quality of life of refugees living with physical impairment or disability.
The Position: Under the responsibility of the Field Administrator, the Field Logistics and Administration Assistant will assist in the smooth running of the logistic activities and in the management of accounts and cash flow in compliance with Handicap International’s internal regulations.
S/he will be responsible for
Finance (30%)
1. Guaranteeing that the accounts are kept in good order.
- Temporarily representing the Field Administrator when he/she is away on official business or on leave.
- Assisting the Field Administrator in period-end closing procedures.
2. Managing the cash flow
- Disbursing payments on behalf of HI in field station level.
- Making sure that the cash box has enough cash so as to ensure continued support to project activities
Human Resource Responsibility (20%)
3. Carrying out general administrative duties
- Monitoring deductions of annual leave and other absences and update the leave monitoring tool and R and R and send the tool to Field Administrator.
- Drawing up all temporary and casual employment contracts for validation
Logistics (50%)
4. Continuous update of Purchase Service Request (PSR) Monitoring Chart
- Updating the purchase monitoring chart.
- Updating supplier database.
5. Assisting in the procurement of goods and services
- Participating in setting the procurement plan in collaboration with the Field Administrator and project staff.
6. Responsible for travel requirements,bookings and accommodation
- Assisting the Field Administrator to source and identify potential premises for office / accommodation and warehouse for storage.
- Assisting in the organization of the fitting out, servicing and maintenance of the premises.
7. Responsible for compound management
- Ensuring the general cleanliness of the compound
- Ensuring that all necessary repairs in the compound are done
8. Assisting in the implementation of the equipment and stores management and maintenance
- Updating the stock monitoring chart.
- Updating the stock levels/cards.
9. Supervising, mentoring and training of the cleaners
- Supervising and leading the team, fixing objectives and carrying out assessments of direct reports, providing professional coaching if necessary
- Managing direct reports’ contracts (leave, end of trial period, etc.); if the need arises, co-validating disciplinary procedures with the Field Administrator
Qualifications and skills required:
Essential
Professional Skills
- Diploma or Certificate in supply chain management or logistic
Technical competencies
- At least 2 year practical experience in logistics or any other relevant diploma with at least 3 years practical experience in logistics
- At least 2 years’ experience working with an International NGO or local NGO
- Experience in refugee context an added advantage
Behavioral
Competences required
- Good organizational skills
- Good team player
- Effective verbal and written communication skill skills
- Proven problem solving and conflict resolution skills
- Innovative
- Pays attention to details
- Cost conscious
- Upholds high standards of integrity
Cross cutting skills
- Autonomous on basic functionalities:
- Operating system
- Word
- Excel
- Outlook
If you feel you are the right candidate for this position, kindly send your application along with an up-to-date CV(including 3 referees with their current official contacts) by email to :- recruit03@handicap-international.or.ke
The email subject line should be marked: “Application for Field Logistics and Administration Assistant – KKM Position”
Please do not send your academic and other testimonials they will be requested at a later stage.
Only short listed candidates with the above qualifications and skills will be contacted.
Handicap International is an Equal Opportunity Employer – Females and Persons with Disabilities are encouraged to apply