Administration &Logistics Officer at SOS Children's Villages

Mission of the Position

• The Admin&Logistics Officer is in charge of diversified secretarial activities.
• Support the Administration and logistics activities at the resource Centre by providing overall support and guidance for administration, procurement and office management functions with frequent access to highly confidential information and files.
• Have an understanding of the function/job and method of operation as well as an understanding of department and organizational operations and procedures in general

Key Result Performance Areas And Responsibilities

• Procurement and Stock Management
• Ensure timely preparation of procurement plans for the Resource Centre
• Monitor procurement costs in liaison with the Finance Department to ensure that expenditures remain within approved budgets.
• Manage Procurement, ensuring that all supplies, services and equipment required are delivered in time.
• Establish minimum stock position for fast moving items and initiate purchase request before the stock level goes below minimum stock;
• Identify dead stock and propose methods of utilisation or disposal;
• Ensure that the Office Administrator receives all items purchased or returned to office;
• Supervise the movement of items in stock;
• Maintain inventory of office suppliers and orders office supplies, equipment and services within prescribed procedures.
• Make sure that all Fixed Assets such as Vehicles, Motorcycles, Office Equipment etc and Current Assets like Stocks, Fuel Vouchers and others are properly managed and are in safe custody.
• Custodian to the fixed asset register
• Assign inventory number to asset and maintain physical inventory
• Verify physical inventory and approve changes to physical inventory.
• Transport Management
• Ensure all vehicles are fit for the road and spare tyre and usable tools are in place;
• Maintain annual renewal of vehicle insurance, follow-up and update timely information on the insurance of new vehicles;
• Maintain a file for all vehicle including insurance policies and procedures;
• Handles fuel cash coupons; issues same to drivers and authorised staff to fill vehicles;
• Monitors fuel consumption, Supervises drivers and controls the movement of vehicles;
• Obtains plates for new vehicles and arrange annual inspection;
• Ensure that all authorized drivers have taken technical and driving skills test and have valid driving license.
• Report accidents immediately to the Executive Assistant and take timely action in reporting to the Insurance Company on repairs and claims and follow-up implementation procedures;
• Perform other related tasks as required
• Administration&Liaison Management
• Ensure Co-workers safety and security
• Respond to emergency situations in order to resolve any incident which could potentially harm coworkers;
• Be a focal person to staffs currently relocated, give them support.
• Prepare memos and or letters, issue to concerned internal and external contacts;
• Ensure efficient, effective and systematic filing of all central office documents for easy access and retrieval
• Ensure that all letters, faxes and memo are registered and filed
• Manage and coordinate all postal service related activities including collection and delivery from/to post office and other agencies etc.; collect all prescribed newsletters, magazines etc.
• Monitor the staff daily attendance and approve leave and absence permissions
• Provide receptionist services if and when needed
• Ensure maintenance and repair works for assigned requests to be done on time.
• Meet with the representatives of different government offices and other administrative services and often as necessary to obtain documents or solve problems
• Process, follow and obtain legal administrative documents such as visa, work permit, travel authorization including break visas, follow-up of expiry date, renewal etc
• Perform other related tasks as required.

Must Criteria

• Bachelor Degree in business Administration or related areas . additional professional degree is a plus.
• 3 years’ proven experience in managing admin&logistic of hospitality facilities.
• Strong experience of food and beverages management.
• Excellent customer service, communication and interpersonal skills
• Excellent command of written and spoken English. French is a plus.
• Advanced knowledge of statutory and compliance requirements for hospitality facilities.
• Professional Digital Skills on Microsoft tools (Word, Excel, Outlook).

Competencies - Knowledge, Skills, Abilities

• Strong administrative skills
• Procurement skills
• Excellent communication skills
• Strong negotiating and influencing skills
• Proficient in computer skills
• Ability to work independently and handle multiple projects
• Team player with good interpersonal skills, particularly working with a team of diverse backgrounds.
• Self-motivated and managed, service and result oriented and innovative.
• Have critical eyes for the details to ensure high quality results.
• Ability to work in stressful situations.
• Availability to step in in unforeseen emergency situations outside regular working hours.

Main Clients

• Guests from SOS Eastern and Southern Africa region and SOS Children's Village Federation.
• Programme participants from SOS Children's Villages International Federation.
• External Guests/clients.
• External Suppliers
• Staff at resources center
• Operations Manager
• Head of Karen Resources Centre.