Administration and Logistics Officer – Homabay

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Date: 21 Mar 2024

Location: Homabay, Kenya

Company: Plan International

THE ORGANISATION
Founded in 1937, Plan International, Inc. (“PII”) is a globally recognized non-profit dedicated to advancing children’s rights and gender equality in both humanitarian and development contexts. With over 80 years of experience, Plan International addresses the root causes of challenges faced by girls and vulnerable children, working in 70+ countries. The organization collaborates with children, young people, supporters, and partners to create a just world, acknowledging that the potential of every child is often hindered by poverty, violence, exclusion, disasters, and discrimination.

PLAN INTERNATIONAL KENYA
Plan International Kenya (PIK), operational since 1982, focuses on long-term development. Collaborating closely with local communities and governments, PIK implements programs to enhance the well-being of children in areas such as Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay, Kisumu, Tana River, Turkana, and Marsabit.

Under the current Country Strategy (July 2021 – June 2026), PIK aims to end teenage pregnancies and gender-based violence against girls. This goal aligns with four strategic objectives:

1.    Sexual and Reproductive Health and Rights (SRHR): Improve access to SRHR services and information to reduce teenage pregnancies and harmful practices in Kenya.
2.    Prevention and Response to Gender-Based Violence: Ensure functional child and girls’ rights protection mechanisms to prevent and respond to all forms of violence and abuse.
3.    Protecting Girls and Young Women in Crisis and Climate Change Adaptation: Minimize the impact of disasters on girls, young women, families, and communities.
4.    Youth-led and Innovative Partnerships for Job Creation: Build a stronger ecosystem for youth employment and entrepreneurship, particularly for vulnerable young women, fostering job seekers and creators.

ABOUT THE ROLE
The Administration and Logistics Officer will report directly to the Program Unit Manager for Homa Bay or Kwale depending on their location, with technical support from the Supply Chain Manager. They will be responsible as the Front Office contact and offer all administrative related aspects of the office to the internal and external stakeholders. This will include management of the Warehouse and all stock movement. The role will further support the coordination of logistics and therefore provide supervision of the PU office driver, office stewards/office cleaning team and guards. This role will perform critical functions in Y.O.D.A. to ensure effective delivery of their mandate. 
 

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Front Office Management (30%)
•    Act as the first point of contact for all incoming visitors and the organization switchboard and refer these to relevant department or staff members.  
•    Responsible for opening, closing and monitoring access to the office, using the installed security system at the main door. 
•    Responsible for timely payment of all utility bills.
•    In liaison with the Supply Chain department, ensure annual renewal of all relevant county government permits. 
•    Manage incoming, outgoing mails and parcels while ensuring proper records are maintained for tracking purposes.
•    Management of office petty cash float and adherence to set expenditure guidelines
•    Ensure all administration related documents are properly filled.

Administration: (20%)
•    Responsible for providing administrative and logistical support to conferences, workshops and meetings. Makes relevant hotel reservations,
•    Responsible for ensuring strict adherence to set policies under the overall finance and administration guidelines for the PU office. 
•    Develop and maintain administration systems, maintain and coordinate Office documentation and information with confidentiality for orderly and easy access to documents/filing system in readiness for external and internal audit requirement. 
•    Coordinate PU office vehicle(s) ensure that vehicles are periodically scheduled for maintenance and always have valid insurance cover. 
•    Responsible for coordinating travel for PU office staff, volunteers and visitors by making relevant travel arrangements. 
•    Responsible for ensuring that Plan travel policies and procedures are well understood and followed at PU Office.
•    Oversee provision of cleaning services, ensuring proper maintenance and cleanliness of the offices.
 
Procurement, Warehousing and Assets Management (20%) 
•    Responsible for management of warehouse and stock movement, ensuring all the staff responsible sign against all stock issued and proper records are maintained.
•    Produce timely and accurate logistics reporting to the Program Unit Manager. Oversee the office stores management, asset/inventory control. 
•    Maintain an updated PU office asset register including safe custody of all organisations’ assets, maintaining their purchase contracts, ownership documents after sale service contracts and undertaking periodical physical stock takes.
•    Liaise with the requesters to ensure goods and services requested are received on time and the necessary documentation satisfactorily done (goods received notes/invoices etc.);
•    Process payment as applicable and ensure documentation is submitted to Finance in a timely manner
•    Keep proper and an up to date filing system for all procurement documents;
•    Update and share the weekly procurement tracker.

Financial Responsibility (10%)
•    Make payments for administrative support expenditures in accordance with Plan policies and procedures 
•    Manage the petty cash floats both in the office and at the bank and ensure adequate funds are available for the defined requirements 
•    Preparation and submission of accurate and timely financial reports.

Risk Management (10%) 
•    Identify and manage PU Office administrative and logistics risks. 
•    Promote compliance with Plan Kenya and donor requirements and regulations in all administrative and logistical assignments.
 
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) 5%
•    Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
•    Understands their role in upholding Plan International’s safeguarding and GEI policies;
•    Ensures that they contribute to Plan International’s global efforts to ensure safeguarding and GEI  

Other duties 5%
•    As assigned by the Line Manager.

LEADERSHIP COMPETENCIES
•    Courageous in taking a lead, focused on Plan International’s purpose and making the most effective contribution within my own work context.
•    Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
•    Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
•    Honest and efficient in use of resources, including own time.
•    Good team player, communicating effectively and being open and supportive towards those around them. 
•    Behaves in line with our values and safeguarding practices, inside and outside work. 

BUSINESS MANAGEMENT COMPETENCIES
•    Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
•    Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security
•    Managing activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
•    Managing people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience essential: 
•    Bachelor’s in Procurement and Supply Chain Management, Logistics Management, Business or public administration, or any other related field.
•    3 years relevant experience in administration, logistics and procurement, or any other relevant degree preferably in a similar position in an NGO. 
•    CIPS accreditation 
•    Excellent interpersonal skills, flexible and team player
•    Good team management and supervisory skills
•    Excellent office management skills
•    IT/computer skills
•    Knowledge of filing and general record keeping
•    Pro-active and excellent time management skills
•    Telephone operation skills
•    Can work well under pressure and with minimum supervision experience.

Qualifications/ experience desirable
•    Operational experience in project awards and closeouts 
•    Experience on VAT exemptions procedures and Knowledge of Kenya Government procurement requirements
•    Hands on experience and skills in an Enterprise Resource Planning e.g. D365, SAP and other corporate systems

Languages required
•    Excellent written and verbal communication skills in English.

Click on the below link to access the full Job Description

JD Administration and Logistics Officer – Homabay – final.pdf

Location: Homabay, Kenya 
Reports to: Program Unit Manager
Closing Date: 3rd April 2024
 
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
 
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
 
Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
 
We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.
 
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.
 

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures
 
Disclaimer: Plan International is an equal opportunity employer and does not discriminate applicants on any basis. We also do not charge Job seekers any fees at any point of the recruitment process.
 
Female candidates are highly encouraged to apply for this position.

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