Administration & Logistics Officer at Centre for Health Solutions - Kenya (CHS)

Centre for Health Solutions - Kenya (CHS) is a local, not-for-profit organisation. We understand the local context, make use of local expertise and strategic partnerships to ensure we implement evidence-informed solutions and interventions to address existing and emerging public health concerns.

 

Administration & Logistics Officer

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience5 years
  • LocationNairobi
  • Job FieldAdministration / Secretarial  , Logistics 

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
  • Efficient stores management
  • Ensuring timely tagging of procured CHS assets and updated inventory log
  • 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

Method of Application

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:

  • Regional Program Officer: CHS/HR/TBReSET/RO/003/2024 by June 26, 2024.
  • Laboratory Officer: CHS/HR/TBReSET/LO/001/2024 by June 26, 2024.
  • Senior Risk & Compliance Officer: CHS/HR/TBReSET/SRCO/007/2024 by June 30, 2024.
  • Administration & Logistics Officer:CHS/HR/TBReSET/ALO/008/2024 by June 30, 2024.

 

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