Job Title: Administrative, Logistics & Procurement Officer
Location: Monrovia, Montserrado County
Reports to:Programme Finance Manager
Contract Type: Full-Time, 12 months fixed term, renewable

PROJECT SUMMARY

Street Child is a rapidly growing, child-focused, humanitarian, and development organisation. In 2023, Street Child celebrated reaching over 1.5 million children across 25 countries over its fifteen years of existence. This was accomplished with and through a growing network of more than 200 national and local actors.

Street Child has been operating in Liberia since 2013, and since then has supported over 50,000 children to access improved protection and education services. Its c.$1m program portfolio is currently focussed on addressing the barriers to education for children in Montserrado, Margibi, Maryland and River Gee counties, in strong support of the government’s priorities.

Street Child is entering the fourth and final year of the Education for Every Child Today (EFECT) project which aims to enrol 13,500 out of school children in Liberia in education, in partnership with Education a Child (EAC).

Job functions Summary:

The Admin, Logistics & Procurement Officer will oversee and coordinate administrative, procurement and logistical operations for SCI – Liberia. The role is essential for ensuring efficient office management across all offices, smooth logistics operations, compliant procurement, human resources and effective support to other departments.

KEY TASKS AND RESPONSIBILITIES

Administration 35%

• Manage Monrovia and field offices to ensure functional offices.
• Receive visitors in a professional manner.
• Liaise with service providers, contractors and external stakeholders.
• Maintain office supplies inventory.
• Record and prepare minutes from staff meetings.
• Ensure compliance with INGO regulations as per Liberian Law, across all necessary Ministries.
• Review supplier contracts and terms and conditions.
• Assist wider team members with administrative tasks as required.
• Maintain employee records, including contracts, timesheets, leave tracking.
• Ensure compliance with Liberian labor laws for national and international staff, as well as donor regulations.
• Provide Payroll details for processing to Finance Officer.

Procurement35%

• Prepare the project procurement plan and execute.
• Solicit bids and quotes from vendors in adherence with policies and approved budgets for the program delivery and goal.
• Prepare vendor contracts to render services for SCI -Liberia and monitor service delivery in compliance with the SCI procurement manual.
• Monitor, track, and expedite all project procurement activities and delivery status of goods/services.
• Gather current pricing information independently; conduct price/cost analyses with reasonableness.
• Prepare cost evaluation data and source selection documentation
• Through market research efforts, identify and qualify potential suppliers (and products/services).
• Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies
• Review purchase orders, time, and attendance records and prepare necessary reports for the project finance and senior management team.
• Ensures that all supporting materials are available and attached to the payment vouchers.
• Assist with preparing Local Purchase Orders using SCI-L recommended formats.

Logistics 30%

• Support Planning and coordination of all travel and transportation needs for project staff and stakeholders.
• Assist in organising meetings and training sessions, including booking venues, arranging catering and preparing materials.
• Coordinate with field staff to provide logistical support during field visits, including vehicle scheduling, accommodation arrangements, visa support.
• Manage the fleet of vehicles and motorbikes, ensuring timely maintenance.
• Maintain updated records of project assets.
• Conduct periodic inventory checks and support asset tagging and tracking
• Maintain an organised filing system of logistical documentation Ensure adherence to procurement and logistics procedures in line with donor and organizational guidelines.

Note:the duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience

PERSON SPECIFICATION

EDUCATION AND JOB-RELATED SKILLS

• The ideal candidate should possess a Bachelor’ Degree in administration, human resources, operations or related business field or have significant experience in these fields
• Strong and proven experience of administration, HR and logistics
• Understanding of the NGO sector
• An up-to-date knowledge/understanding of logistics good practice
• Effective communication skills in English writing and verbal skills, sensitive to cultural dynamics
• Can work with minimal supervision and demonstrate initiative

RELEVANT WORK EXPERIENCE

• A minimum of three years’ experience in administration, procurement, logistics and/or HR
• Demonstrable working knowledge of Liberian Labor and Motor law
• Experience working for NGOs
• Demonstrable experience with Microsoft Office suite of products and file management
• Knowledgeable about safeguarding and child protection policies.
• Experience in organising trainings and events.

COMPETENCIES REQUIRED

• Respectful, courteous, and polite
• Responds positively to critical feedback and differing points of view
• Personable and approachable, with an enthusiastic and motivational nature and an overall passion for excellence
• High sense of confidentiality & integrity
• Critical thinking and problem solving.
• Teamwork and collaboration.
• Professionalism and strong work ethic.
• Oral and written communications skills.

FUNCTIONAL COMPETENCIES

• Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources, and multiple reporting relationships
• Plans, coordinates, and organizes workload while remaining aware of changing priorities and competing deadlines
• Establishes, builds, and maintains effective working relationships with staff and partners to facilitate the provision of support
• Demonstrates openness to change and ability to manage complexities

Safeguarding Commitment

Street Child is committed to the safeguarding and protection of all the communities we serve. All offers of employment are subject to:

• Satisfactory references and background checks.
• Participation in the Inter-Agency Misconduct Disclosure Scheme.
• Safeguarding-focused interview questions.

Street Child values diversity and encourages candidates of all backgrounds to apply. We are proud to be an equal opportunity employer.

TO APPLY CLICK ON THE FOLLOWING LINK: Administrative, Logistics & Procurement Officer – Street Child

Applications will be reviewed on a rolling basis. The offer may close before the set deadline if the right candidate is identified. Applicants are encouraged to apply as soon as possible.