Administration / Logistics Officer At Christian Blind Mission

We are looking for someone who will ensure

• Manage professional office administration and efficient operations of the Country Office in line with relevant CBM standards;
• Document and maintain updated administrative processes and procedures; initiate and lead regular reviews to ensure clarity, effectiveness and efficiency;
• Ensure that CBM is complying with in-country regulatory requirements such as registration and related annual reporting to relevant authorities.
• Effectively line-manage the administrative staff based on performance;
• Handle alien registration ,visa applications for visitors and processing of work permit for expatriate/ International staff;
• Coordinate office meetings, workshops, conferences, training, etc as scheduled;
• Coordinate with the support staff to handle official correspondence with authorities, business registrations, etc;
• Provide support to the Country Director specific to the operational requirements of his/her position, such as schedule management meetings and minute taking and writing reports on discussions;
• Ensure office and property/facility management, overseeing maintenance and repair works on CBM premises or on CBM assets; facilitating and following up on Accessibility and Inclusion audits;
• Work with the security and safeguarding focal persons to ensure minimum standards of safety , security and safeguarding and in place.
• Proactively develop a procurement master plan to guide all procurement activities and deadlines for the year;
• Receive procurement requests, commence the procurement process and oversee integrity of the process before payment is made;
• Ensuring that all procurement approvals, processes, decisions and challenges are adequately documented in agreed format and filed on time;
• Maintain a robust supplier database of CBM preferred suppliers of goods and services across the Country. As a committee member, guide in the selection/use of pre-qualified suppliers; vendor rating to ensures fair vendor selection for all procurement processes per the set thresholds;
• Manage communication and relationships with all suppliers and contractors to facilitate smooth implementation of procurement procedures, identifying any issues that would impede timelines and delivery for resolutions;
• Prepare and maintain contract register and ensure all contracts are up to date as per the CBM’s policy. Conduct supplier assessment prior to contract renewal as per the procurement policies.
• Ensure all CBM assets, equipment and vehicles are timely and adequately covered for risks through various applicable insurance products;
• Control and maintain a CBM asset register and inventory, in line with CBM or donor requirements, as applicable. Plan and execute the asset verification on a quarterly basis and update the register. Report on any variances;
• Maintain an up to date and accurate asset register by tracking, tagging, and archiving of asset lists/registers, with close collaboration with the Finance and Grants Specialist ;
• Coordinate timely disposal of old and obsolete office equipment and assets, as guided by CBM guidelines on disposal;
• Verify physical inventory and stock by conducting spot checks periodically and investigating discrepancies to ensure accurate records, with close collaboration with the Finance and Grants Specialist.;
• Enforce HR policies and standards compliant with local regulations and CBM standards;
• Ensure on-time delivery of HR services and accuracy of information, in close collaboration with the Country Director and Regional Hub HR Manager;
• Provide timely and consistent HR data for the Country office to facilitate the preparation and dissemination of HR reports;
• Maintain the HRIS database in a safe and secure location, and in compliance with applicable CBM standards and legal requirements;
• Keeps employee records up-to-date by processing employee status changes in a timely manner and maintains personnel files and leave information;
• Maintains a database of employee contact information;
• Monitor scheduled absences such as holidays or travel as per policy and coordinate actions to ensure the staff absence has been adequately covered off to ensure continuity of services;
• Submit HR recruitment / contracting requests for approval in line with the Authority Structure;
• Facilitate the in-country recruitment and candidate selection process in line with CBM standards;
• Coordinate the process of induction & briefing for new staff in the Country Offices;
• Ensure employment contracts are in place and inform the Country Director in a timely manner of contract end-dates;
• Support the Regional HR Manager with administrative and logistical aspects of expatriate/International staff assignments, such as arranging house leases, security, vehicle, etc;
• Coordinate the effective implementation of the annual performance management process by line managers in line with agreed timelines;
• Ensure CO compliance on inclusive employment, compensation and other issues in line with local regulations and CBM standards;
• Manage and coach the CBM staff under direct line management, which includes: selection, job description updates, performance management, capacity development planning, work plans and follow up, delegation and motivation.

We are looking for someone who has;

• Relevant university degree in Procurement and Logistics Management, Business Administration or any other relevant field.
• Minimum three years’ experience in a similar position within a reputable organization, preferably a development organization.
• CIPS or other Procurement qualification will be an added advantage
• Effective interpersonal and communication skills.
• Ability to work under pressure, prioritize tasks efficiently and meet critical priorities.
• Highly organized and self-directed, comfortable working in a fast-paced environment with changing priorities and under minimal supervision.
• Experience of working with persons with disabilities or promoting disability rights is a distinct advantage.