Part-time Administrative and Logistics Assistant At LINC

Background

LINC is a mission-driven US-based small business organized around a commitment to local organizations leading their own development. We do this by implementing programs and delivering consulting and training in the areas of monitoring, evaluation, research, and learning (MERL), capacity-strengthening, and collective action. The recipient of USAID’s Small Business of the Year award in 2017, we are a team of reflective and passionate development professionals. Our country experience spans Africa, Asia, Latin America, and Europe. For more information on LINC, please visit www.linclocal.org

Position Summary

The Administrative and Logistics Assistant is a part-time Kenya based position to provide in-country assistance, under the supervision of the evaluation Technical Director and Senior MEL Manager. Specifically, the Administrative and Logistics Assistant will manage travel logistics, including air and ground transportation, lodging, and security arrangements for LINC staff and consultants. The Assistnat will also support outreach to stakeholders in LINC’s program locations across Kenya, coordinate and schedule stakeholder meetings, manage conference facility bookings, lead procurement tasks and coordinate with local vendors, and coordinate closely with LINC headquarter staff, including Project Managers, Human Resources and Finance, to ensure proper documentation, reporting, filing and compliance with LINC and USAID policies. The Administrative and Logistics Assistant should be able to travel domestically as needed (expected to be 20-30%), contingent upon in-country health conditions and travel restrictions.

**This position is open to Kenyan nationals only**

Position Responsibilities

• Provide logistical and administrative support, either remote or on-site, and ensure LINC’s projects in Kenya are implemented to a high level of quality.
• Plan and implement domestic travel logistics and contingency plans for LINC’s Kenya based staff and consultants. This includes booking accommodation, air travel and ground transportation, and coordinating security arrangements where necessary.
• Coordinate logistics for workshops, meetings, events and conferences, including inviting participants, managing venues, registration processes, and travel reimbursements where applicable.
• Lead procurement processes, including assessing and selecting vendors, negotiating prices and terms, developing terms of reference, approving invoices, facilitating payments, and maintaining relevant procurement records.
• Manage vendors such as travel agents, car hire companies, airlines, hotels, and equipment vendors.
• Support the timely preparation of logistics budgets, procurement memos, payment requisitions, expense reports, trip reports, and other periodic reports.
• Coordinate closely with other members of the Programs Department and LINC’s Kenya based staff.
• Travel to program field locations to support program management, data collection, training, stakeholder meetings, or other needs, as appropriate.
• Support subcontractors/sub-partners and consultants with logistical and administrative tasks.
• Other tasks as may be assigned.

Skills and Responsibilities

LINC is a small, growing business that encourages proactive, flexible, and team-oriented staff to thrive and grow with us. The successful candidate will be an entrepreneurial, team-oriented international development professional with demonstrated administrative experience, excellent organizational and communications skills, proven competence in supporting USAID programs, and a passion for improving the effectiveness of social change efforts around the world. They must be flexible enough to undertake several functions simultaneously and thrive in a dynamic environment. Specific qualifications include:

• Undergraduate degree in international development, social sciences, public administration, business administration, or related field.
• 5 years of professional experience supporting donor-funded programs, particularly ones funded by USAID.
• Experience working with non-US subcontractors/sub awardees on donor-funded projects, including familiarity with USAID procurement guidelines.
• Strong client management and interpersonal skills, and the ability to effectively collaborate, cooperate and interface with multiple levels of external stakeholders.
• Strong organizational, time-management and multi-tasking skills.
• Demonstrated communication and coordination skills.
• Ability to work under pressure and within deadlines.

Additional desired skills and qualifications include:

• Experience living and/or working in low resource countries.