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27 Sep 2024

Administration and Logistics Coordinator at CARE International

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Job Description

CARE International works around the globe to save lives, defeat poverty, and achieve social justice. We seek a world of hope, tolerance, and social justice, where poverty has been overcome and all people live with dignity and security. We put women and girls at the center because we know that we cannot overcome poverty until all people have equal rights and opportunities.

CARE Zambia an International Non-Governmental relief and development organization with various projects in Eastern, Muchinga, Luapula, Lusaka, Northern, and Southern provinces of Zambia, has the following vacancy at the Head Office in Lusaka.

Job Title: Administration and Logistics Coordinator   

Reports to: Program Support Manager/Safety and Security Focal Point

Type of Contract: Fixed Term

Direct Reports:  Administration Assistants

Job Summary

The Administration and Logistics Coordinator will be responsible for efficiently managing transport/logistics, administration, property, and travel-related services. This includes ensuring that all processes are functioning efficiently across the Country Office and that there is good coordination between Lusaka and the sub-offices. He/she will ensure that CARE Zambia operations are carried out efficiently and in alignment with established operating policies, procedures, and standards so that program activities can be implemented smoothly, on time, and within budget.

The incumbent will collaborate with the sub-office managers, ensure effective coordination between the program and administration throughout CARE Zambia, and maintain up-to-date policies and procedures. The Administration and Logistics Coordinator will proactively be a problem-solver who is self-motivated and energetic. The position holder must ensure high levels of accountability both on team members and herself/himself with a high degree of integrity in maintaining compliance with CARE policies, regulations, and procedures. He/She will demonstrate and adopt efficiency and cost-effective methods with a strong customer service focus.

Area of delivery Scope and expected outcomes
Leadership and Team Management – 30% 
  • Manage the performance of team members through performance reviews, frequent conversations, and other methods as appropriate for continuous performance improvement.
  • Develop and organize activities of the administration and Logistics Department to provide timely and effective support to the Country Office program to ensure objectives are met.
  • Partner with other Country Office peer positions and departments in ensuring seamless coordination and support to the Country office
  • Supervise, guide, and mentor admin staff in Lusaka, including the driver/logistics assistant, receptionist/admin assistant, and cleaner, and ensure timely and high-quality service delivery
  • Provide guidance support and capacity strengthening to sub-office administrative staff as instructed by the Program Support Manager.
  • Ensure all staff have the appropriate orientation and guidelines to ensure implementation of CARE administrative policies and procedures
  • Contribute to cost controls through a systematic review of expenditures, identify cost-saving measures, and implement appropriately to improve stewardship of Country Office resources
  • Conduct regular monitoring and supervision visits to provincial offices to provide support and coaching to admin staff and conduct spot checks of files to ensure availability and accuracy of the information in the system
  • Ensure that there is coherence in the support provided between Maputo and Field Office locations, positively Influencing ways of working within the PS Team to have a positive impact on the efficiency of the different units and value addition to the Country Office.
Asset Management  -20% 
  • Ensure all staff have the appropriate orientation and guidelines to   ensure implementation of CARE property and asset policies and procedures
  • Ensure that procedures are in place and in use to ensure appropriate management, documentation & protection of CARE assets
  • Ensure that procedures and processes are in place and in use to control allocation and management of equipment including vehicles, and ensure implementation of effective fleet management
  • Manage the inventory, property, and equipment of the Country Office
  • Confirm the accuracy of all stock items during the receiving process
  • Ensure rented properties are properly managed in line with the terms and conditions of the lease/ rental agreement.
  • Mitigate possible risks by ensuring safety and security for both rented and owned assets
  • Lead semi-annual and annual physical inventory and reconciliation of Property Register with Financial records as required by CARE policy and procedures
  • Manage and update data related to assets, fleet, and inventory in the operations support system (OSS) to ensure efficient operations and accurate reporting
Facilities and Administration management – 20% 
  • Coordinate the provision of administrative support to the provincial offices as requested
  • Ensure the maintenance of all CARE rented/ owned facilities and follow utility obligations in a timely manner.
  • Lead the analysis of the Country office’s travel-related needs and coordinate with procurement to identify high-quality service providers and manage subsequent service level agreements (SLAs).
  • Strengthen CARE Zambia’s system for travel management.
  • Coordinate and ensure the implementation of administrative policies and activities
Fleet Management – 20%
  • Ensure effective systems are in place for vehicle scheduling, management, maintenance, and reporting in a timely manner.
  • Support the team to embed organizational systems, standards, and structures related to fleet management, including advice, and clarity on policy, procedures, and ways of working.
  • Ensure Fleet-related policies and procedures for logistics are adhered to, including ensuring metrics and reporting.
  • Analysis of CO Fleet to determine the most cost-effective and efficient means of delivery.
  • Conduct security awareness training in accordance with CARE policies and procedures and in cooperation with the Sub Regional Security Manager.
  • Assess CARE accommodation, office, and other facilities in all operational locations and advise on any possible security measures or change of location.
  • Monitor and ensure staff adherence to the set safety and security measures
  • Ensure that drivers update vehicle logs and refueling activities within the OSS.
  • Analyse data from the live vehicle tracking system to verify adherence to safety standards and provide vehicle performance updates.
Customers Service -10%
  • Ensure coherence in the Admin and Logistics function and across functions to have a positive impact on efficiency and value addition to the County Office programming.
  • Establish and maintain effective relationships with customers for improved service delivery.
  • Provide proactive, rigorous, and logical methods to solve Admin and Logistics support-related challenges faced by units across the Country Office.

 

Qualification, Experience, and Competencies:

  • Bachelor’s Degree in Business Administration, Logistics, and Management from a recognized university.
  • At least 5 years of work experience in a similar role.
  • Knowledge of Admin and Logistics management and experience in organizational effectiveness and operations best practices
  • Excellent planning, negotiation, and  communication skills – ability to adapt or change priorities according to the changing demands of the job
  • Customer-oriented – internal and external.
  • Traceable experience working in the INGO sector

Contacts/Key Relationships 

  • This role is expected to establish and maintain open, professional, and cordial relations with the COs’ internal and external customers. These include and not limited to.

Internal

  • Country Office teams; Programs, Finance, HR, and Safety and Security Teams
  • Shared Service Centre, Regional Office, and Head Quarters

External

  • Vendors / Government agencies / Other organizations (peer organizations)
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Method of Application

Suitably qualified and interested members of the public are invited to apply. Application letters accompanied by detailed CVs and daytime contact numbers should be sent to: [email protected]. Closing Date: 10th October 2024

CARE is an Equal Opportunity Employer promoting gender, equity, and diversity. Female candidates are strongly encouraged to apply.

As part of CARE’s commitment to preventing sexual harassment, exploitation, and abuse, we conduct reference checks on all final-stage candidates in line with the Interagency Misconduct Disclosure Scheme. By applying for this role, you are giving us consent to contact your previous employers to seek information in line with this scheme.


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