CHS/HR/TBReSET/ALO/008/2024
Overall Job Function
Reporting to the Operations Manager, the
Administration and Logistics officer is responsible for the effective provision
of daily administrative and logistical services in USAID-TB ReSET Activity.
Key Responsibilities
- Ensure all project administrative activities are coordinated
effectively;
- Ensure proper organization of the reception and providing
excellent service to all customers;
- Coordinate workshop/training events as required, including
hotel liaison, participant confirmation, invitations, travel arrangements,
supplies and materials, equipment hire and providing point of contact
support for participants at events;
- Record and prepare minutes from staff meetings;
- Ensure an appropriate diary/calendar of events is maintained
including those of training events, relevant meetings, and is shared
widely;
- Coordinate and provide logistical support for Project
activities and staff, including travel arrangements, field visits and
visas where necessary;
- Flag logistics bottlenecks to the FAM and Operations Manager
for timely prioritization
- Ensure all office staff are abiding by organization’s travel
and safety regulations;
- Ensure office utility and functionality of office facilities
including internet, telephone among others;
- Liaise with the finance team in ensuring all utilities,
vendor/supplier invoices are processed in line with the finance policy;
- Review to ensure compliance of all Service Level Agreements
terms and conditions by both parties;
- Manage and provide regular inventory reports (monthly &
quarterly) for the different items stored within the CHS store;
- Monitor store inventories, reorder levels and optimize supply
to the field locations;
- Schedule and coordinate vehicles and drivers, including driver
booking schedules;
- Ensuring timely maintenance and fueling of all project
vehicles;
- Tracking and ensuring timely renewal of CHS vehicle insurance;
- Working closely with the finance team to maintain an updated
asset register for CHS assets;
- Support in physical asset verification exercises, and ensuring
that the asset register is accurate and updated;
- Other general administrative duties as assigned.
Key Deliverables
- Timely logistical and administration support
- Ensure attendance to clients and calls at the reception
- Training/workshop administrative support
- Accurate information management
- Timely and efficient fleet management
- Timely distribution of assets and supplies, documentation and
reporting of the same
Professional Requirements
- Bachelor’s Degree in any business related field or its
equivalent.
- At least five years’ progressive experience in office
management preferably with a health-orientated NGO.
- Proficiency in MS Office tools and office automation
solutions.
- Certificate in Secretarial duties or front office operations
is an added advantage.
Functional Skills
- Outstanding levels of integrity
- Working knowledge of USG rules and regulations
- Ability to maintain confidentiality
- Strong written and verbal communication skills
- Good organization
- Good interpersonal skills
- Inventory management
- Negotiation skills and problem solving skills
- Working knowledge of ERP systems
How To Apply
Interested and qualified applicants are invited to
email their application letter and detailed CV as one document with contact
details to vacancies@chskenya.org clearly quoting the position you are applying,
and reference number as Administration & Logistics Officer:
CHS/HR/TBReSET/ALO/008/2024 by June 30, 2024.
Centre for Health Solutions – Kenya is an equal
opportunity employer.
Only shortlisted candidates will be contacted for
interviews. Canvassing will lead to automatic disqualification.
