Job Title: Logistics Officer
Reports to: Area Coordinator-Marsabit with dotted line reporting to Logistics Coordinator
Direct Reports: None
Closely Work With: All staff in Marsabit
Job Location: 1 position in Marsabit County (Candidates must be legally entitled to work in Kenya at the time of application - National Position)
Contract Details: Fixed term – 5 months
Salary Range: Base Salary: Kes 150,616 per month
Housing Allowance: 15% of the base
Job Purpose:
To provide efficient and effective logistics, procurement and transport support to all Marsabit Program office in compliance with Concern’s and Donor policies & procedures.
Main Duties and Responsibilities
Logistics Support & Stores Management
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Ensure efficient and timely operations support for programme implementation
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Submitting monthly Stock Reconciliation and Transport Reports
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Maintaining an updated inventory register for Marsabit office
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Staff movement planning, scheduling vehicle servicing, maintenance & repairs
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Ensuring that Marsabit Fixed Asset Register is up to date
Vehicle Rental
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Submitting Supplies Requests to Nairobi for vehicle hire, adhering to the procurement timelines and supported by movement plans
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Inspecting vehicles, where possible, before they are engaged
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Ensuring all approved POs are issued to respective suppliers for all vehicle hires and ensure proper tracking of PO utilization to eliminate over expenditure.
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Following through with suppliers for timely submission of invoices and log sheets and review for accuracy and completeness
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Updating PO tracker for vehicle hires
Procurement & Distribution Management
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Responsible for all procurements carried out in Marsabit within approved thresholds e.g. stationery, water supply, office consumables etc
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Process Supplies Requests (SRs) ensuring they are authorised correctly by budget holders and in adherence to donor specific rules.
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Source quotations (RFQs/RFPs) and prepare QEF’s and ensure they are reviewed and properly authorised by budget holders as per approved DOA.
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Follow up with Marsabit team and ensure timely submission and processing of invoices upon completion of service or delivery of supplies and update invoice & SR trackers.
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Complete payment requests and coordinate with finance to ensure supplier payments are made in a timely manner.
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Participate in supplier evaluations/assessments, supplier prequalification, market surveys and provide support in establishment of approved supplier list.
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Soft copy and hard copy filing for procurement documents.
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Any other tasks assigned from time to time.
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Update the SR tracker on a weekly basis and clearly indicate procurement status for all procurements actioned.
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Liaise with suppliers and ensure timely delivery of services and supplies locally including receiving and documenting all deliveries and invoice processing.
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Issue tender documents to requestors when a tender is announced and recording the same upon receipt.
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Ensure all distributions to program participants are well documented, distribution documents properly filed and originals sent to Nairobi
Administration Management
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Liaise with landlord for proper running and maintenance of the office premises and timely submission of rent invoices.
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Organize transport and accommodation for visitors to Marsabit
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Ensure adequate supply and proper utilisation of office consumables
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Assisting with document reproduction e.g. photocopying, scanning and sending programme support documents to Nairobi via courier.
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Schedule repairs and maintenance for equipment and generator, as needed
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Responsible for health & safety procedures for all offices, including replenishment of first aid kits and servicing of fire extinguishers
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Ensure all paperwork filing is complete, accurate, up to date and in correct order.
Others
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Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
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Take all possible measure to meet Core Humanitarian Standards (CHS)
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Any other duties as assigned by the Line Manager
Person Specification
Minimum Education, Qualifications & Experience Required:
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A degree in Logistics, Procurement, Supply Chain Management or related field
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Professional certification in procurement and logistics or supply chain management
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Relevant experience in procurement and logistics management
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At least three (3) years’ experience working with an NGO or UN Agency in a similar role
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Experience in emergency response and in setting up emergency logistics operations
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Proficiency with computer programmes eg excel, word, powerpoint etc
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Good interpersonal, organization and communication skills
Preference will be given to candidates who have:
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Previous experience of working in an INGO and /or Concern
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Team Player with ability to work under pressure
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Confidentiality, Integrity and ability to handle sensitive situations
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Ability to be flexible/adaptable in the face of changing priorities
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High integrity and demonstrated ability to follow standards and policies
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Commitment to humanitarian principles and values
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Commitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies
Competencies required:
- Communicating and working with others
- Managing self
Safeguarding at Concern: Code of Conduct and its Associated Policies
Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a consultancy opportunity with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their consultancy contract. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to do consultancy work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, being hired as a consultant with Concern is subject to a range of vetting checks, including criminal background checking.
Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.net