Mercy Corps Administration & Logistics Officer Job for Mombasa, Kisumu and Nyanza Kenya 2012

• Daily coordination of MC procurement activities;
• Ensure full understanding and adherence to MC procurement policies and formats. Assists, as needed in training staff on these policies;
• Assists staff  as needed on creating clear and understandable purchase requests and other documentation;
• Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats;
• Interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms.
• Ensure fair competition and strictly adhere to  MC procurement rules regarding vendor relations
• Maintain up to date Mercy Corps Procurement data management system.
• Interact with contractors, in coordination with the Program & operations Manager;
• Prepare the required documentation of supplies and transactions are completed to MC standards.
• Ensure proper asset management; maintain proper and updated asset register with clear asset identification tags.

• General management of agency vehicles in co-operation with the Operations Manager.
• Ensure that all vehicles are safe and road-worthy.
• Collecting and distributing of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets.
• Schedule vehicle use to meet programmatic and operational needs.
• Maintain vehicle board daily.
• Oversee fuel consumption purchase and tracking including coordination with gas station(s)
• Organize regular service schedules for vehicles. Maintain service schedule files.
• Collect Vehicle Service Requests from drivers. Submit VSR-s to the Operations Manager for approval
• Ensure major repairs are done in a timely manner.
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
• Ensure that security incident reports are completed and filed (if related to vehicles).

• Ensure proper management and coordination of staff travel arrangements including transport and  security
• Ensure good general office management
• Ensure adherence to Mercy Corps administrative, IT, HR and logistics procedures and staff policies by MC staff. Provide training and guidance to MC staff, as needed.
• Prepare, update and track needed changes in staff files including timesheets, leave system tracking, and other personnel matters as required.
• Manage and renew office and house/apartment rental agreements.
• Establish and maintain appropriate filing systems for office correspondence.
• Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
• Purchase of office supplies.
• Co-ordinate any other necessary administrative and office management details including  the maintenance of the premises.
• Preparing comprehensive, accurate and timely monthly reports.

• Degree in a relevant business field is desired or advanced diploma in Business Administration or supply chain management.
• Minimum 3 years’ experience in supply chain management; Office administration or experience in related field.

• Good oral and written English skills.
• Good computer skills on MS Office programs, especially in MS Excel.
• A demonstrated ability to multi-task and process information into action as to not to delay program activities.
• A clear understanding of procurement and administration ethics and donor compliance is essential.

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks
• Willingness and ability to work effectively with a wide variety of people
• Excellent interpersonal skills
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Computer literate and strong organizational skills.