Logistics and Administration Officer( Temporary Cover)

About this role

About Trócaire
Trócaire is an International NGO. We work with local partners in the world’s most at-risk communities and with people in Ireland to tackle the underlying causes of poverty and injustice and respond to the crises they create. Together we bring about positive and lasting change for a just world. Trócaire works in up to 20 countries across Africa, Asia, Latin America and the Middle East. We work towards five goals:
• Promote Access to Justice;
• Achieve Climate & Environmental Justice;
• Ensure Women & Girls’ Protection, Voice & Influence;
• Save Lives and Protect Human Dignity and
• Mobilise the Public on the island of Ireland to achieve Global Justice.

Our work is rooted in Catholic Social Teaching and in our values of Solidarity, Courage, Participation, Perseverance and Accountability.

Since 2011, Trócaire has responded to the protracted humanitarian crisis in the South Kordofan, Sudan through the national/local organisations. This has been achieved through a hybrid arrangement of remote support from Nairobi, Kenya and on the ground presence. Trocaire works with five national partners. Our programme focuses on the provision of humanitarian assistance in the current context of the displacement crisis, delivering integrated health and nutrition services to remote communities and in strengthening food security, livelihoods and resilience. The programme is also responding to a rising health need in neighbouring Blue Nile State.
The Logistics and Administration Officer supports the Area Manager in Nuba to keep the field office running smoothly and in compliance with local requirements. The role manages field-level cash, vehicles and fuel, coordinates local supply chain and procurement documentation, and maintains a good working relationship with local government authorities on Trócaire's behalf. The role also provides day-to-day office administration and HR support, including office facilities and supplies, staff travel and movement logistics, recruitment and onboarding administration, and liaison with the Nairobi HR team, and supports Trócaire's partners on logistics and procurement matters.

Key responsibilities
Logistics Support

• Share policies, circulars and rules issued by local authorities with the Nairobi office to support understanding of and compliance with local laws.

• Report any security incidents affecting staff, premises or assets, and assist in preparing security reports, including the Security Incident Report.

• Keep track of team members' whereabouts, travel and leave plans in Nuba so staff availability is always known.

• Coordinate local supply chain deliveries, manage supporting documentation, and track local-level purchase orders.

• Conduct regular inventory checks of local stock, including vehicle and motorbike spare parts and c

• Document and organise minutes for staff meetings held at Nuba level.

• Support workshops and training events in Nuba, including confirming participants, arranging travel and accommodation, securing supplies, booking venues and equipment, and acting as the main point of contact for participants.

• Ensure the upkeep of Trócaire premises (hygiene, lighting, repairs) and support maintenance of office and staff-house equipment.

• Facilitate staff travelling to and from the field between Yida and Kauda, including accommodation, transport and registration.
HR & Administration Support

• Coordinate day-to-day office administration and ensure the effective functioning of Trócaire offices.

• Manage office facilities, utilities, cleaning, supplies and general administrative services, ensuring appropriate standards and value for money.

• Maintain accurate records of office assets, keys, service contracts and other administrative documentation.

• Support the coordination of staff movements, travel, accommodation and other logistical arrangements.

• Keep staff administrative documentation up to date and confidential, and provide administrative support to recruitment processes, including vacancy logistics, interview arrangements, documentation and onboarding of new staff.

• Support staff induction and orientation, and coordinate staff welfare and workplace-related administrative matters.

• Liaise with Nairobi HR on routine HR and administrative matters, facilitating timely resolution of issues affecting field staff.

• Ensure compliance with Trócaire policies and applicable local labour and administrative requirements in all office and HR-related activities.

• Maintain confidentiality and appropriate controls over staff data and other sensitive records.

• Contribute to developing and improving office administration and HR-related systems, procedures and tools.

Fleet and Transport Management

• Coordinate with drivers and mechanics in maintainance of Trócaire vehicles and motorbikes with a focus on safety and courtesy.

• Monitor the appropriate use and routine maintenance of movable assets such as vehicles, motorbikes and quad bikes.

• Manage fuel through release cards and monthly fuel summaries, and maintain a fuel needs computation matrix across supported project locations.

• Carry out periodic pre-trip and post-trip vehicle inspections, and facilitate minor maintenance on vehicles and motorbikes when needed.

• Ensure scheduled vehicle maintenance is completed and reported, coordinating the schedule with the driver to minimise service interruptions.

• Work with the driver to ensure proper documentation of vehicle usage for every trip, and prepare accident and incident reports as necessary.

• Ensure vehicle insurance remains current and valid, and maintain a weekly plan for safe staff transportation.

• Carry out other logistics tasks as assigned by field staff or the Area Manager.

Liaison

• Ensure government agencies receive correspondence from Trócaire and that information from agencies is communicated back to Trócaire.

• Brief staff visiting the field on the dos and don'ts of the local context, in line with…