Field Admin And Logistics Assistant

Contract Duration: 11 months

ABOUT THE ROLE

Lindii Peace Foundation (LPF) is seeking a reliable, organized and proactive Field Administration and Logistics Assistant to provide administrative, logistical and operational support to the organization\'s field activities.

The successful candidate will support the day-to-day running of the field base, including office administration, transportation coordination, inventory and asset management, supplies monitoring, facility maintenance and general logistics support. The position will work closely with the field team, Programme, Finance, Procurement and Administration units to ensure that operational needs are addressed promptly and in accordance with organizational policies and procedures.

The post holder will help maintain an organized, safe and functional working environment, ensure proper documentation of administrative and logistics activities, and support the efficient use and accountability of organizational resources.

This position requires a hands-on individual with good organizational skills, attention to detail, integrity and the ability to manage multiple tasks in a busy humanitarian and development environment.

KEY RESPONSIBILITIES

Field Base Administration

• Support the day-to-day administrative operations of the field base to ensure an organized, functional and professional working environment.
• Ensure that office facilities, furniture, equipment and other administrative resources are properly maintained and available for use.
• Maintain administrative files, registers, correspondence and other relevant records in an orderly and accessible manner.
• Monitor the availability of office supplies and consumables and initiate replenishment requests through established procedures.
• Support the coordination of meetings, workshops, training sessions and other field-based activities, including venue preparation and the availability of required materials.
• Assist with the preparation, printing, photocopying, scanning and filing of administrative documents when required.
• Monitor the cleanliness, functionality and general condition of the field office and coordinate maintenance requests as necessary.
• Support the management of office utilities and services, including electricity, water, internet connectivity and other essential operational requirements.
• Receive visitors and provide appropriate administrative assistance in line with organizational procedures.
• Report administrative challenges, facility defects and operational requirements to the designated supervisor promptly.

Logistics and Operational Support

• Provide day-to-day logistics support for field activities, including the movement of personnel, supplies, equipment and programme materials.
• Coordinate approved transportation arrangements for staff, supplies and equipment in collaboration with the relevant teams.
• Assist with the preparation and follow-up of logistics requests to ensure that approved operational needs are addressed on time.
• Support the receipt, handling, storage and distribution of supplies and equipment delivered to the field base.
• Ensure that goods received and issued are properly documented using the appropriate delivery notes, goods received notes, goods issued notes or other approved records.
• Follow up on pending logistics requests and communicate anticipated delays or constraints to the supervisor.
• Support logistics arrangements for field visits, programme activities, meetings, assessments and distributions.
• Coordinate with the Procurement and Administration teams regarding the delivery of approved goods and services to the field base.
• Ensure that logistics activities are properly documented and carried out in accordance with organizational procedures.
• Identify logistical challenges and recommend practical solutions to improve operational efficiency.

Fleet and Transportation Support

• Support the coordination and scheduling of organizational vehicles for approved field movements and operational activities.
• Maintain accurate vehicle movement records, trip authorization forms, mileage records and logbooks as required.
• Assist with monitoring fuel usage and maintaining fuel records for vehicles assigned to the field base.
• Report vehicle breakdowns, maintenance needs, accidents or other vehicle-related incidents promptly to the designated supervisor.
• Follow up on vehicle servicing, repairs and routine maintenance requests to support vehicle availability and safety.
• Ensure that vehicle movements are documented and comply with organizational authorization and security procedures.
• Support drivers in maintaining required vehicle documentation and ensuring that vehicles are kept clean and in good working condition.
• Assist in coordinating transportation for approved movement of staff, supplies and equipment to designated locations.
• Report unusual fuel consumption, vehicle misuse or discrepancies in fleet documentation through established channels.

Inventory and Asset Management

• Maintain updated records of office supplies, equipment, furniture and other assets assigned to the field base.
• Assist with the receipt, inspection, recording, storage and issuance of supplies and equipment.
• Update stock cards, inventory registers and other approved tracking tools whenever items are received, issued or transferred.
• Conduct periodic physical stock counts and assist with reconciling physical balances against recorded quantities.
• Monitor stock levels and inform the supervisor when essential supplies are running low or require replenishment.
• Ensure that organizational assets are properly tagged, stored, safeguarded and used only for authorized purposes.
• Maintain records of assets assigned to staff and support asset handovers, transfers and returns when required.
• Report missing, damaged, expired or unserviceable items promptly for appropriate action.
• Assist with periodic asset verification and maintain supporting documentation for internal checks and audits.
• Ensure that all asset and inventory movements are properly authorized and documented.

Procurement and Supplies Support

• Support the identification and consolidation of routine administrative and logistics requirements from the field base.
• Prepare and submit approved supply and logistics requests through the established procurement process.
• Follow up with the Procurement team on pending requests and delivery schedules.
• Assist in verifying delivered items against approved requests, purchase orders and delivery documentation.
• Report shortages, damaged items, incorrect deliveries or other discrepancies to the appropriate personnel.
• Support the collection and organization of quotations or supplier documentation when specifically assigned and permitted under procurement procedures.
• Ensure that supplies received are recorded accurately and stored appropriately.
• Maintain records of supply requests, deliveries and outstanding requirements to support planning and accountability.
• Comply with organizational procurement procedures and avoid unauthorized purchases or commitments on behalf of LPF.

Facility Maintenance and Utilities

• Monitor the general condition of field office facilities, including furniture, fittings, electrical installations, water supply and other essential infrastructure.
• Report maintenance requirements, equipment faults and facility-related risks to the designated supervisor.
• Coordinate approved maintenance activities with relevant service providers and the Administration team.
• Monitor the availability of essential utilities and report interruptions that may affect field operations.
• Support the responsible use of electricity, water, internet services and other organizational resources.
• Maintain records of facility maintenance requests and follow up on outstanding issues.
• Ensure that office spaces, storage areas and common facilities remain orderly and suitable for staff use.
• Support the implementation of basic workplace safety, fire prevention and facility security measures.

Documentation and Reporting

• Maintain accurate and up-to-date administrative and logistics records for the field base.
• Prepare routine reports on office supplies, inventory, assets, vehicle movements, maintenance requests and other assigned activities.
• Maintain properly organized physical and electronic files for administrative and logistics documentation.
• Ensure that all relevant records are complete, accurate, appropriately authorized and readily available when required.
• Support the preparation of documentation for internal reviews, donor monitoring visits and external audits.
• Maintain trackers for outstanding logistics requests, stock replenishment, asset assignments and maintenance activities.
• Submit required records and reports within established timelines.
• Protect confidential organizational information and ensure that documents are handled and stored appropriately.

Field Team and Programme Support

• Work closely with field personnel to identify routine administrative and logistics needs and facilitate timely support.
• Assist in preparing logistics arrangements for field activities, community engagements, trainings and programme distributions.
• Support the movement and delivery of approved programme supplies and materials to designated implementation locations.
• Assist with the preparation of meeting spaces, training materials, attendance sheets and other administrative requirements for field activities.
• Coordinate with relevant colleagues to ensure that equipment and supplies needed for programme implementation are available when required.
• Communicate operational challenges and outstanding requests to the supervisor for timely resolution.
• Provide responsive and professional support to staff while maintaining appropriate boundaries and compliance with organizational procedures.

Safety, Security and Compliance

• Comply with LPF\'s administrative, logistics, asset management, fleet and security policies and procedures.
• Follow established movement approval, travel authorization and field security protocols.
• Report security incidents, accidents, facility hazards, asset losses and other operational concerns through the appropriate channels.
• Ensure that organizational equipment, supplies and facilities are handled and used responsibly.
• Maintain awareness of the security context and comply with instructions issued by authorized security personnel.
• Support safe storage and handling of equipment, supplies and other materials.
• Maintain professional conduct, confidentiality and accountability in all assigned duties.
• Undertake other related administrative and logistics responsibilities assigned by the supervisor, consistent with the scope of the position.

KEY DELIVERABLES

The successful candidate will be expected to contribute to the following:

• Properly maintained and functional field office facilities.
• Updated administrative files, registers and correspondence records.
• Accurate inventory and stock records for supplies and equipment.
• Updated field base asset register and asset assignment records.
• Properly documented vehicle movements, fuel usage and maintenance requests.
• Timely processing and follow-up of approved administrative and logistics requests.
• Complete records of goods received, issued, transferred and distributed.
• Regular reports on administrative activities, inventory, fleet support and facility maintenance.
• Organized and accessible documentation for internal reviews and audits.
• Timely reporting of operational challenges, stock discrepancies, asset damage and maintenance requirements.

REQUIRED QUALIFICATIONS AND EXPERIENCE

Minimum Qualifications

• National Diploma (ND), Higher National Diploma (HND) or Bachelor\'s degree in Business Administration, Public Administration, Logistics and Supply Chain Management, Transport Management or a related field.
• Minimum of two (2) years of relevant experience in administration, logistics, office support, inventory management or a related role.
• Experience maintaining administrative records, inventory registers, asset records and other operational documentation.
• Demonstrated ability to coordinate routine office operations, supplies and logistics requests.
• Basic knowledge of vehicle movement documentation, fuel records and maintenance tracking is an advantage.
• Good working knowledge of Microsoft Office applications, particularly Word and Excel.
• Good written and verbal communication skills.
• Strong organizational, time-management and record-keeping abilities.
• Demonstrated integrity, reliability, attention to detail and willingness to take initiative.
• Ability to work collaboratively with colleagues from different departments and professional backgrounds.

Desirable Experience

• Experience working with NGOs, INGOs or humanitarian and development organizations.
• Experience supporting field offices or operations across multiple locations.
• Familiarity with stock control, asset management and basic fleet administration.
• Knowledge of procurement and logistics documentation procedures.
• Experience working in a conflict-affected or emergency-response environment.
• Familiarity with workplace safety, security procedures and responsible resource management.

CORE COMPETENCIES

The successful candidate should demonstrate:

• Organization and time management: Ability to prioritize tasks and manage competing administrative and logistics requirements.
• Attention to detail: Ability to maintain accurate records and identify documentation gaps or discrepancies.
• Accountability and integrity: Commitment to proper documentation, transparency and responsible use of organizational resources.
• Communication and teamwork: Ability to coordinate effectively with field staff, suppliers and relevant internal departments.
• Problem-solving: Ability to identify operational challenges and respond with practical solutions.
• Inventory and asset management: Ability to maintain reliable records and safeguard organizational property.
• Initiative and reliability: Ability to work independently on routine assignments and follow through on responsibilities.
• Adaptability: Ability to respond to changing priorities in a demanding humanitarian environment.
• Confidentiality: Ability to handle organizational information and records responsibly.
• Safety awareness: Willingness to follow organizational security, health and safety requirements.

SAFEGUARDING, CODE OF CONDUCT AND ORGANIZATIONAL VALUES

The post holder is required to:

• Adhere to LPF\'s policies, procedures, Code of Conduct and organizational values.
• Demonstrate commitment to safeguarding, gender equality, diversity, inclusion and respect for human rights.
• Maintain zero tolerance for sexual exploitation and abuse (SEA), harassment, fraud, corruption and abuse of position.
• Report safeguarding, SEA, fraud or other serious misconduct concerns through established organizational reporting mechanisms.
• Maintain professional conduct and respect confidentiality at all times.
• Demonstrate sensitivity to diverse cultural contexts and the needs of affected populations.
• Comply with applicable security, health and safety requirements.
• Use organizational resources responsibly and protect organizational property.