The Administration and Logistics Officer will provide essential administrative and logistical support to the team managing a Social Behavior and Norms Change project in Kenya. This role requires a highly organized individual with strong attention to detail, excellent communication skills, and the ability to manage multiple tasks efficiently. The Officer will contribute to the smooth operation of project activities, including event coordination, travel logistics, document management, and data entry. The Admin & Logistics Officer will be positioned in the Admin & Finance team and will report to the Head of Admin and Finance. The person will work closely with the SBNC project team under the Project Unit.
Responsibilities:
Program Administrative Support:
Maintain effective filing and document management systems (both physical and digital) for project records, reports, and correspondences.
Organize meetings, conference calls, and workshops, including scheduling, preparing materials, and sending invitations.
Support project staff with daily office tasks, including managing project calendars and coordinating internal communications.
Program Logistics Coordination:
Organize travel arrangements for project staff, stakeholders, and partners (including flights, accommodations, transportation, and visas) for project-related activities.
Coordinate logistics for project events, workshops, and conferences, including venue bookings, catering, transportation, and equipment requirements.
Ensure availability of all necessary materials for events, such as participant packs, printed materials, and conferencing equipment.
Manage inventory of project supplies, including office and event materials, and ensure timely procurement when necessary.
Events and workshops Planning & Execution:
Assist with organizing workshops and high level events
Handle registrations, participant communication, and coordination for events.
Support the facilitation of virtual and in-person events, ensuring seamless technical and logistical operations.
Communication and Coordination:
Act as the point of contact for partners, suppliers, and internal teams regarding logistical and administrative inquiries.
Support the dissemination of project updates, reports, and communications to project stakeholders.
Qualifications:
Degree in Business Administration, Logistics, Project Management, or a related field.
At least 3 years of working experience in a similar position in an NGO set up
Strong organizational and time management skills with the ability to prioritize tasks effectively.
Experience in organizing events like workshops, conventions and/or High Level events
Excellent verbal and written communication skills in English
Proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook) or Google Workspace.
Basic financial management skills (handling receipts, tracking expenses).
Strong problem-solving abilities and a flexible attitude in a fast-paced environment.
Personal Attributes:
Ability to work independently and as part of a team including a Communications Coordinator.
High attention to detail and accuracy.
Professional, proactive, and results-oriented attitude.
Respectful to colleagues and partners from a diversity of faith and culture backgrounds.