Administration and Logistic Team Leader

About Frontieri

Frontieri Consult PLC, based in Addis Ababa, Ethiopia, and with branch offices in Berlin (Germany), Juba (South Sudan), Nairobi (Kenya), and Kampala (Uganda) is one of the leading consulting firms. The firm was established in 2008 primarily to undertake research and consultancy assignments in the areas of development and growth in several disciplines. It works with a range of development issues commissioned by governmental and non-governmental organizations, and bilateral and multilateral institutions.

Frontieri is a company for talented researchers with different backgrounds and perspectives and we have gathered competent professionals and work in partnership with scholars across the country and abroad in Social Protection and Development; Health, Nutrition, and Gender; Agriculture and Rural Development; Education and Youth Development; and Market and Private Sector Development. For further information, please visit our website at: www.frontieri.com

Frontieri’s Value Proposition;

A diverse workforce of employees working in the fields of Agriculture, Economics, Health, Education, HR Business Management and many more development projects yielding an innovative and thought leadership mindset. A place where many bright minds come together to create on the ground for real data-backed research work. An environment where employee well-being; personal growth and career advancement are embedded into our culture.

JOB SUMMARY: 

Under the supervision of the Strategy, Performance and Learning senior Director, the Administration and   Logistic Team Leader is responsible for the overall Administration and logistics management of the consulting firm.

The position holder is responsible for both logistics coordination which includes the service procurement and facility management, office rent agreement management, office service provision and making the office conducive for work as per the policy and best practice of the consulting firm.

The position holder is responsible for the performance management of staff that reports to her or him.

Key Duties and Responsibilities 

• Take part in the design and implement of innovative strategies to procure office supplies as the organization demands;

• Ensures that all employees including newly hired employees have gone through formal orientation related with office use, office service provision and responsibility for the property in their name and report back as soon as any accident happened.

• Consult and design proper strategies and action plan related to the provision of procurement service including the consultant service agreement, office rent agreement administration, vehicle service agreement;

• Managing the day-to-day operations of the office, including maintain office supplies, ensuring office equipment is in working order, and coordinating with vendors for office maintenance.

• Ensure all office and project administrative activities are conducted effectively.

• Schedule and coordinate vehicles and drivers, including field vehicle booking schedules.

• Coordinate workshop/training events as required, including hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire and providing point of contact support for participants at events.

• Keep track of office inventory and supplies, and initiating purchase orders when necessary to replenish stock

• Entering data into database and maintaining accurate records related to office activities, inventory, and logistics operations.

• Handle incoming and outgoing communications, including e-mails, phone calls, and in-person inquiries.

• Organize and maintain physical and digital files and documents, and contracts ensuring easy retrieval and access to information.

• Ensure that office space is well maintained and secure, coordinating repairs and maintenance when needed.

• Collaborate with external vendors and provide logistical support for Project activities and office staff, including travel arrangements, visas, and field visits.

• Review all service provider’s contracts and contracts for terms and conditions.

• Format, design and prepare documents for printing and copying, upon final approval of the Team Leader and/or Head of Operations.

• Supervise Insurance cover for vehicles, personnel, and property.

• Oversee the proper and accurate facilitation of property management procedures.

• Conduct Quarterly, Bi-annually and Annual Inventory counting and developing report.

• Work with cost conscious mind set and produces efficiency in the operation of vehicle administration, the procurement of goods and services, the utilization of office supplies

• Ensure that the offices are clean all times; the office is with clean air and all refreshment service are provided as per the policy and practice of the consulting firm

• Administer office rent agreements including country offices 

• Ensures that all items in the store are properly registered and kept;

• Maintains fixed asset register with necessary details and identification numbers;

• Ensures that all necessary formalities of goods received and dispatched are adhered to at all times;

• Ensures that all fast-moving stock items are timely replaced and no gap is created;

• Ensures the established procurement policies and procedures are adhered;

• Coordinate the quarterly and annual asset and equipment inventory in line with Frontieri Consults Manual 

• Produces monthly, quarterly, bi-annual and annual performance report; 

• Manages the performance of staff that reports to him or her through performance planning, assessing and producing report as per the consulting firms reporting prolocol

• Handle all other similar activities as instructed by the senior director

Qualification and Experience:

• BA Degree in Business Management, Administration, Procurement/Purchasing, and related social studies.

• Minimum 5 years of experience in a similar role, including 2 years in a supervisory capacity 

• Advanced Microsoft Word Skills, with a particular focus on formatting functions (e.g., section breaks, table of contents, inserting PDFs, etc.).

• Advanced filing and registration skills Essential Skills

• English Communication skills

• Quality (accurate, precise, thorough, complete, attention to detail).

• Timeliness (meet deadlines, generally handle duties in an efficient and timely manner).

• Helpfulness / positive attitude / diplomacy.

• Organization (tidy and efficient workspace and electronic files);

• Multi-tasking (prioritizing and juggling various tasks effectively);

• Attendance / punctuality.

Knowledge;

• Good Knowledge of store management

• Good Knowledge in inventory management

• Good Knowledge in office administration

• Good Knowledge in logistics and administrative management

Technical and other skills:

• Excellent communication skills in both written and spoken English

• Excellent organizational and time management skills

• Ability to work in a team spirit with problem-solving and decision-making traits.

• Strategic thinker and Operational Efficiency

• Networking aptitude

• Great multitasking skills

• Attention to details

How To Apply

Candidates who are interested and who fulfil the above stated requirements are encouraged to  submit only their application/ motivation letters along with their updated CV via email; career@frontieri.com by mentioning the position title on the subject line.