Administration and Logistics Officer - Turkana

THE ORGANISATION Founded in 1937, Plan International, Inc. ("PII") is a globally recognized non-profit dedicated to advancing children's rights and gender equality in both humanitarian and development contexts. With over 80 years of experience, Plan International addresses the root causes of challenges faced by girls and vulnerable children, working in 70+ countries. The organisation collaborates with children, young people, supporters, and partners to create a just world, acknowledging that the potential of every child is often hindered by poverty, violence, exclusion, disasters, and discrimination.

PLAN INTERNATIONAL KENYA Plan International Kenya (PIK), operational since 1982, focuses on long-term development. Collaborating closely with local communities and governments, PIK implements programs to enhance the well-being of children in areas such as Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay, Kisumu, Tana River, Turkana, and Marsabit.

Under the current Country Strategy (July 2021 – June 2026), PIK aims to end teenage pregnancies and gender-based violence against girls. This goal aligns with four strategic objectives: 1. Sexual and Reproductive Health and Rights (SRHR): Improve access to SRHR services and information to reduce teenage pregnancies and harmful practices in Kenya. 2. Prevention and Response to Gender-Based Violence: Ensure functional child and girls' rights protection mechanisms to prevent and respond to all forms of violence and abuse. 3. Protecting Girls and Young Women in Crisis and Climate Change Adaptation: Minimize the impact of disasters on girls, young women, families, and communities. 4. Youth-led and Innovative Partnerships for Job Creation: Build a stronger ecosystem for youth employment and entrepreneurship, particularly for vulnerable young women, fostering job seekers and creators.

THE PROJECTS Climate Proofing WASH Services is a new 3-year project that will be implemented in Turkana County, Kenya. Turkana West Sub-County is identified as the main implementation area as it hosts the Kakuma refugee camp and Kalobeyei Settlement, with implementation in other Turkana sub-counties based on further assessments and alignment with other initiatives.

The Climate Proofing WASH services (CPW) is consortium led, members will combine their expertise to ensure that refugees and host communities in Turkana County enhance their resilience and adaptive capacity to climate-related challenges through improved economic selfreliance and water, sanitation, and hygiene (WASH) services. Interrelated barriers for achieving economic self-reliance and access to sustainable WASH are addressed through a three-pronged approach whereby 1. local markets related to water, sanitation and hygiene are assessed and piloted if proven high potential to create access to job opportunities, including green jobs 2) socially, environmentally, and financially sustainable WASH services contribute to healthy lives and communities, and 3) policies and legal frameworks are enabling and inclusive for sustainable water governance. A gender transformative approach is employed to challenge and address gender-related barriers for sustainable and rewarding change. Locally led development is emphasised, enabling local communities, organisations, and county government to lead, while promoting green jobs and green transition. The target group includes young women and men and their families. Key stakeholders and actors are refugees and host communities, the County Government of Turkana, relevant agencies of the national government, UNHCR and other relevant UN agencies, local and international civil society, and a broad spectrum of private sector actors and financial institutions operational in Turkana County.

Nurturing Futures is a new 3-year project that will be implemented in Turkana County, specifically in Kakuma refugee camp and Kalobeyei Settlement as well as Lopur Ward by Plan International Kenya and SAPCONE. The goal is to ensure that crisis-affected girls and boys in refugee- and host populations have access to food and nutrition and receive gender-sensitive nurturing care. The project combines parenting interventions with food security and nutrition interventions that can positively impact and save lives in Kakuma refugee camp in Turkana, Kenya. The project is designed against 3 Outcome areas namely: 1) Improved access to food and nutrition for children and the most vulnerable. 2) Improved nurturing care practices for children and enhanced parental psychological well-being.

3) Improved service provision for early learning. Outcome 1 entails the provision of cash, knowledge and means sharing for production and preparation of nutritious food, as well as strengthened referral mechanisms. Outcome 2 entails the setting up of a parenting programme that aims to empower parents and caregivers to provide nurturing care that supports their children’s healthy and holistic development and wellbeing and supports solidarity networks between crisis-affected parents. Outcome 3 the project will work with teachers to improve their knowledge and skills for early learning specifically emotional learning as well as reconstruct ECD centres.

Eat Play Hugs project components are also being integrated into Nurturing Futures.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Front Office Management (30%) • Act as the first point of contact for all incoming visitors and the organisation switchboard and refer these to relevant department or staff members. • Responsible for opening, closing and monitoring access to the office, using the installed security system at the main door. • Responsible for timely payment of all utility bills. • In liaison with the Supply Chain department, ensure annual renewal of all relevant county government permits. • Manage incoming, outgoing mails and parcels while ensuring proper records are maintained for tracking purposes. • Management of office petty cash float and adherence to set expenditure guidelines • Ensure all administration related documents are properly filled.

Administration: (20%) • Responsible for providing administrative and logistical support to conferences, workshops and meetings. Makes relevant hotel reservations, • Responsible for ensuring strict adherence to set policies under the overall finance and administration guidelines for the Plan office. • Develop and maintain administration systems, maintain and coordinate Office documentation and information with confidentiality for orderly and easy access to documents/filing system in readiness for external and internal audit requirement. • Coordinate Plan office vehicle(s) ensure that vehicles are periodically scheduled for maintenance and always have valid insurance cover. • Responsible for coordinating travel for Plan office staff, volunteers and visitors by making relevant travel arrangements. • Responsible for ensuring that Plan travel policies and procedures are well understood and followed at Plan Office. • Oversee provision of cleaning services, ensuring proper maintenance and cleanliness of the offices.

Procurement, Warehousing and Assets Management (20%) • Responsible for management of warehouse and stock movement, ensuring all the staff responsible sign against all stock issued and proper records are maintained. • Produce timely and accurate logistics reporting to the Program Unit Manager. Oversee the office stores management, asset/inventory control. • Maintain an updated Plan office asset register including safe custody of all organisations’ assets, maintaining their purchase contracts, ownership documents after sale service contracts and undertaking periodical physical stock takes. • Liaise with the requesters to ensure goods and services requested are received on time and the necessary documentation satisfactorily done (goods received notes/invoices etc.); • Process payment as applicable and ensure documentation is submitted to Finance in a timely manner • Keep proper and an up to date filing system for all procurement documents; • Update and share the weekly procurement tracker.

Financial Responsibility (10%) • Make payments for administrative support expenditures in accordance with Plan policies and procedures • Manage the petty cash floats both in the office and at the bank and ensure adequate funds are available for the defined requirements • Preparation and submission of accurate and timely financial reports.

Risk Management (10%) • Identify and manage Plan office administrative and logistics risks. • Promote compliance with Plan Kenya and donor requirements and regulations in all administrative and logistical assignments.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) 5% • Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures. • Understands their role in upholding Plan International’s safeguarding and GEI policies; • Ensures that they contribute to Plan International’s global efforts to ensure safeguarding and GEI

Other duties 5% • As assigned by the Line Manager.

LEADERSHIP COMPETENCIES • Courageous in taking a lead, focused on Plan International's purpose and making the most effective contribution within my own work context. • Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date. • Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn. • Honest and efficient in use of resources, including own time. • Good team player, communicating effectively and being open and supportive towards those around them. • Behaves in line with our values and safeguarding practices, inside and outside work.

BUSINESS MANAGEMENT COMPETENCIES • Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy • Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security • Managing activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management • Managing people and information including skills in assessment and coaching, evidencebased management, communication skills, both speaking and writing, and digital working, including personal digital skills

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience essential: • Bachelor’s in Procurement and Supply Chain Management, Logistics Management, Business or public administration, or any other related field. • 3 years relevant experience in administration, logistics and procurement, or any other relevant degree preferably in a similar position in an NGO. • CIPS accreditation • Excellent interpersonal skills, flexible and team player • Good team management and supervisory skills • Excellent office management skills • IT/computer skills • Knowledge of filing and general record keeping • Pro-active and excellent time management skills • Telephone operation skills • Can work well under pressure and with minimum supervision experience.

Qualifications/ experience desirable • Operational experience in project awards and closeouts • Experience on VAT exemptions procedures and Knowledge of Kenya Government procurement requirements • Hands on experience and skills in an Enterprise Resource Planning e.g. D365, SAP and other corporate systems

Languages required Excellent written and verbal communication skills in English Excellent written and verbal communication skills in Swahili Local language (Turkana West) is desirable

Please click on the below link to access the full job description:

JD Administration Logistics Officer - Turkana.pdf

Location: Turkana, Kenya Reports to: Project Coordinator Closing Date: 7th June 2024 Qualified candidates who are residents of Turkana County are encouraged to apply.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Disclaimer: Plan International is an equal opportunity employer. We also do not charge Job seekers any fees at any point of the recruitment process.