Job Purpose

The Provincial Administrative and Logistics Coordinator will be responsible for the coordination and delivery of an efficient and effective logistics and admin service in the Direct Service Delivery provinces. Take charge of implementing, monitoring and following-up across all transport, logistics and operations disciplines to ensure that organisation standard policies and best practices are adhered to. Provide provincial leadership, technical support and capacity building to the area logistics and admin staff.

Summary of Key Responsibilities:

• Participate in the review and revision of operations policies while ensuring compliance through planning and coordination
• Creating processes, overseeing administrative operations, improving office services, and implementing communication procedures
• Ensuring compliance with organizational policies through planning and coordination
• Provide logistical and administrative support to project teams
• Oversee the provision of safe and efficient transport of staff and materials/goods.
• Develop and maintain database of all key contacts at MoH, USAID, and partners (client relationship database)
• Monitor the provision of contracted services such as security, office premises maintenance etc. to ensure services are fulfilled in accordance to contractual obligations
• Coordinate the overall management of the provincial fleet and ensure response to programme needs are in line with organization policies and procedures.
• Providing guidance through Admin Assistant on safe operation of fleet through driver/rider supervision and mentoring to include preventive routine checks, regular service and enforcing fleet operating procedures.
• Review logbooks / fuel retirements to ensure all travel is approved by responsible officer and all details are captured correctly to mitigate abuse of fleet. This is to be validated with the Vehicle Tracking System
• Review fleet management related issues regularly and advise Head of Operations as appropriate
• Continually review and recommend improvements to transport systems, policies and procedures, and identify existing problems/gaps, challenges and recommend improvement measures/plans.
• Guide the Administrative Assistants including programs staff in effective stores and stock management principles.
• Oversee monthly physical stock counts and reconciliation including recommendations for management decisions. Support regular auditing of all inventory and inventory related documentation.
• Build the capacity of Administrative Assistant in effective store management
• Coordinate the preparation of monthly stock reconciliation reports and disseminate relevant information with the Provincial Manager and Head of Operations.
• Maintain an up-to-date inventory of all company assets, including furniture, equipment, vehicles, and other physical assets.
• Identify and mitigate risks related to asset management, such as theft, loss, or damage.
• Implement security measures to protect company assets.
• Ensure budgets are prepared and submitted for approval to load in SAGE in a timely manner
• Research and select appropriate venues based on the size, purpose, and budget of the event.
• Oversee the coordination with vendor to secure booking, including negotiating terms, services, and costs.
• Work with Administrative Assistants to ensure refreshments are available throughout the event and coordinate the setup and cleanup of dining areas.
• Act as the primary point of contact during the event for all logistical matters, addressing any issues or last-minute changes that arise.
• Ensure the event stays within budget, identifying cost-saving opportunities where possible.
• Ensure the admin in charge of the event archives all materials related to the event for future reference and auditing purposes.
• Provide supervision and guidance to staff members, including setting performance expectations, promoting effective communication, resolving conflicts, and encouraging professional growth.
• Foster a positive and inclusive work culture by organizing team-building activities, recognition programs, and staff events.

Required Skills and Competencies

• Excellent communication skills
• Excellent interpersonal skills
• Excellent report writing skills
• Strong Leadership Skills
• Ability to organize and prioritize work
• Ability to work under pressure and meet deadlines.
• Must possess supervisory skills

Primary Areas of Accountability:

Qualifications and Experience

• Full Grade 12 School Certificate
• Degree in Business, Administration, Logistics or other related fields
• MBA or Masters in Logistics, or a similar field can be an advantage.
• Minimum of 4-5 years professional experience in administration, logistics, supply chain management, or related fields in the NGO sector
• Computer literacy (Microsoft office applications)
• Fluency in both spoken and written English

QUALIFIED & EXPERIENCED FEMALES ARE ENCOURAGED TO APPLY FOR THIS POSITION

• Participate in the review and revision of operations policies while ensuring compliance through planning and coordination
• Creating processes, overseeing administrative operations, improving office services, and implementing communication procedures
• Ensuring compliance with organizational policies through planning and coordination
• Provide logistical and administrative support to project teams
• Oversee the provision of safe and efficient transport of staff and materials/goods.
• Develop and maintain database of all key contacts at MoH, USAID, and partners (client relationship database)
• Monitor the provision of contracted services such as security, office premises maintenance etc. to ensure services are fulfilled in accordance to contractual obligations
• Coordinate the overall management of the provincial fleet and ensure response to programme needs are in line with organization policies and procedures.
• Providing guidance through Admin Assistant on safe operation of fleet through driver/rider supervision and mentoring to include preventive routine checks, regular service and enforcing fleet operating procedures.
• Review logbooks / fuel retirements to ensure all travel is approved by responsible officer and all details are captured correctly to mitigate abuse of fleet. This is to be validated with the Vehicle Tracking System
• Review fleet management related issues regularly and advise Head of Operations as appropriate
• Continually review and recommend improvements to transport systems, policies and procedures, and identify existing problems/gaps, challenges and recommend improvement measures/plans.
• Guide the Administrative Assistants including programs staff in effective stores and stock management principles.
• Oversee monthly physical stock counts and reconciliation including recommendations for management decisions. Support regular auditing of all inventory and inventory related documentation.
• Build the capacity of Administrative Assistant in effective store management
• Coordinate the preparation of monthly stock reconciliation reports and disseminate relevant information with the Provincial Manager and Head of Operations.
• Maintain an up-to-date inventory of all company assets, including furniture, equipment, vehicles, and other physical assets.
• Identify and mitigate risks related to asset management, such as theft, loss, or damage.
• Implement security measures to protect company assets.
• Ensure budgets are prepared and submitted for approval to load in SAGE in a timely manner
• Research and select appropriate venues based on the size, purpose, and budget of the event.
• Oversee the coordination with vendor to secure booking, including negotiating terms, services, and costs.
• Work with Administrative Assistants to ensure refreshments are available throughout the event and coordinate the setup and cleanup of dining areas.
• Act as the primary point of contact during the event for all logistical matters, addressing any issues or last-minute changes that arise.
• Ensure the event stays within budget, identifying cost-saving opportunities where possible.
• Ensure the admin in charge of the event archives all materials related to the event for future reference and auditing purposes.
• Provide supervision and guidance to staff members, including setting performance expectations, promoting effective communication, resolving conflicts, and encouraging professional growth.
• Foster a positive and inclusive work culture by organizing team-building activities, recognition programs, and staff events.

• Excellent communication skills
• Excellent interpersonal skills
• Excellent report writing skills
• Strong Leadership Skills
• Ability to organize and prioritize work
• Ability to work under pressure and meet deadlines.
• Must possess supervisory skills

• Full Grade 12 School Certificate
• Degree in Business, Administration, Logistics or other related fields
• MBA or Masters in Logistics, or a similar field can be an advantage.
• Minimum of 4-5 years professional experience in administration, logistics, supply chain management, or related fields in the NGO sector
• Computer literacy (Microsoft office applications)
• Fluency in both spoken and written English