The Procurement, Logistics & Administration Assistant will support the efficient delivery of procurement, logistics, and administration functions within the field office, as well as fleet management. The role is responsible for ensuring compliance with organizational procurement policies, maintaining effective administrative systems, coordinating office operations, and managing the field office motorbike fleet to support program implementation. This role is based in Kajiado.
Procurement Coordination:
Receive and review approved purchase requisitions from program and support staff and submit them to the Procurement Officer for processing where required.
Obtain quotations from approved local suppliers in accordance with procurement thresholds and organizational procedures.
Support in preparation of procurement documentation, including quotation summaries, local purchase orders, goods received notes, and procurement tracking sheets.
Follow up with suppliers to ensure timely delivery of goods and services to the field office and project sites.
Verify quantities and quality of delivered goods and report any discrepancies immediately.
Update procurement trackers and provide regular status updates on pending requisitions and deliveries.
Support market surveys and supplier information collection for vendor database updates.
Assist in coordinating procurement activities for trainings, workshops, field events, accommodation, and transport arrangements.
Ensure procurement records are properly filed and submitted to the head office procurement team in a timely manner.
Monitor local supplier performance and provide feedback to the Procurement Officer.
Administration and Office Operations:
Manage day-to-day administrative operations of the field office.
Maintain office filing systems and ensure proper document management.
Support the Admin & Operations officer to coordinate office maintenance, repairs, cleaning services, and security arrangements.
Support the Admin & Operations Officer in monitoring office supplies and initiating replenishment requests when stock reaches minimum levels.
Maintain visitor logs and office administrative registers as required.
Coordinate meeting logistics, including venue preparation, refreshments, and meeting materials.
Support onboarding logistics for new staff, including workstation preparation and issuance of office equipment.
Manage correspondence, courier services, and the dispatch and receipt of official documents.
Ensure compliance with office health, safety, and security procedures.
Logistics and Fleet Management- Working in Coordination with the Logistics Assistant based in Nairobi:
Coordinate transportation and logistics arrangements for field activities, trainings, workshops, and project events.
Prepare and maintain monthly motorbike movement schedules and assignment records.
Maintain accurate motorbike logbooks, fuel records, mileage records, and trip authorizations.
Track service intervals and coordinate routine servicing, repairs, insurance renewals, inspections, and licensing of all motorbikes.
Conduct regular inspections of motorbikes and report mechanical defects or safety concerns to the Logistics Assistant.
Monitor fuel consumption and maintenance costs and investigate unusual variances.
Ensure riders possess valid driving licenses, required endorsements, and appropriate safety gear.
Maintain records of accidents, incidents, repairs, and insurance claims, and follow up on corrective actions.
Coordinate procurement of fuel, spare parts, tires, and maintenance services in line with approved procedures.
Support the implementation of organizational fleet management and road safety policies.
Prepare monthly fleet utilization and maintenance reports for the field office.
Asset and Inventory Management:
Maintain an updated asset register for all field office assets and equipment.
Track issuance, transfer, and return of organizational assets.
Conduct periodic physical verification of assets and inventory and reconcile any variances.
Maintain stock records for office supplies, project materials, and consumables.
Prepare inventory reports and notify management of replenishment needs.
Support annual asset verification exercises and audits.
Job Qualifications:
Essential:
- Bachelor’s Degree or Diploma in Procurement and Supply Chain Management, Business Administration, Logistics, Commerce, or a related field.
- Professional qualification in Procurement and Supply (CIPS, KISM, or equivalent) is an added advantage.
- Minimum of 2 years’ experience in procurement, administration, logistics, or office operations, preferably within the NGO sector.
- Experience managing fleet operations, particularly motorbike fleets, will be an added advantage.
- Proficiency in Microsoft Office applications and procurement management systems.
- Strong organizational, record-keeping, and multitasking skills**.**
Desirable:
- Innovative, team player, with the ability to work under pressure
- Previous experience of working in an NGO is preferred
- Excellent organizational, interpersonal, and communication skills
- Ability to work under minimal supervision and handle multiple tasks
More Information
- Job City Kenya
