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