Admin & Logistics Officer at inABLE

The Admin & Logistics Officer will be responsible for providing comprehensive administrative and logistical support to the “Unlocking Opportunities” program. This role ensures the efficient functioning of program operations, including office management, procurement, travel arrangements, and event support, contributing to the smooth implementation of all program activities, especially those related to training, workshops, and field engagements.

Key Responsibilities:

Administrative Support:

• Manage the program’s day-to-day operations, including maintaining office supplies, equipment, and general cleanliness.
• Handle incoming and outgoing correspondence, phone calls, and general inquiries.
• Maintain an organized filing system for all program-related administrative documents.
• Schedule and coordinate meetings, workshops, and events, including preparing agendas, taking minutes, and distributing relevant materials.
• Support the program team members with administrative tasks as required.
• Coordinate travel and accommodation for staff/participants, prioritizing accessibility (e.g., wheelchair-friendly transport, sign language interpreters).
• Organize meetings, workshops, and events, ensuring venues and materials are accessible (e.g., braille formats, hearing loops).
• Manage office supplies, utilities, and maintenance of program offices/hubs.

Logistics and Procurement:

• Coordinate all logistical arrangements for program activities, including travel (flights, accommodation, and ground transportation) for staff and participants, especially for training sessions, field visits, and stakeholder forums.
• Oversee disability-inclusive procurement of goods and services for the program, ensuring adherence to organizational policies and donor requirements.
• This includes office supplies, training materials, assistive devices (as per Pillar 4 needs), and other program-related items.
• Maintain a comprehensive inventory of program assets and equipment.
• Facilitate customs procedures for imported items, ensuring timely clearance and delivery, particularly for assistive technologies.
• Manage vendor contracts, including suppliers of accessible transportation and assistive technologies.

Event and Workshop Support:

• Provide full logistical support for all program events, workshops, and training sessions (e.g., HR and managers training, ToT programs, financial literacy workshops, and stakeholder forums).
• Ensure venues are accessible and equipped with necessary facilities, including assistive technologies where required.
• Coordinate catering, participant registration, and distribution of materials for events.

Financial Administration Support:

• Assist in preparing payment requests, expense reports, and petty cash management, ensuring all financial transactions are properly documented and reconciled.
• Support the finance team in budget tracking for administrative and logistical expenditures.

Safety and Security:

• Ensure adherence to safety and security protocols for staff and program assets, especially during field activities and travel.
• Maintain an updated contact list for emergency purposes.

Pillar 4 Specific Support:

• Provide logistical support for gap analysis activities, including travel for evaluators and coordination of meetings with organizations.
• Assist in the procurement and distribution of assistive devices aligned with KS 2952 standards.
• Support the logistical needs of training sessions for HR professionals, digital accessibility champions, and OPDs.

Qualifications and Experience:

Required:

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, Public Administration, or related field.
• Minimum of 5 years of progressive experience in administrative and logistics roles, preferably within the NGO or development sector.
• Proven experience in procurement, inventory management, and event coordination.
• Strong organizational and time management skills with the ability to multitask effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent interpersonal and communication skills (written and verbal).
• Demonstrated commitment to diversity and inclusion.