Logistics, Procurement and Administration Officer Job in Mombasa Kenya

Position: Logistics, Procurement and Administration Officer
Duty Station: Mombasa
Supervised By: SAFE Project Co-ordinator
Supervises: NA
The officer will provide administrative, procurement and logistical support to the program and partners across the region. Pact expects some of the grants to be in-kind due to the nature of the partners and hence the need for sufficient logistics and procurement support.

Specific Duties and Responsibilities:
Transportation / Movement of people and goods

·         Arrange and coordinate transport for staff for field visits i.e. road travel and charter flights

·         Document the movement of people on the relevant forms

·         Coordinate transport and accommodation of participants attending peace meetings and workshops within Nairobi and in the field

·         Coordinate transport of procured goods and field supplies where necessary.

·         Coordinate transport of supplies and facilities if any, to partners meetings and activities within the counties in the coastal region

·         Coordinate use of the project vehicle by Pact/SAFE project staff in Mombasa and during field trips

·         Document the movement of goods/equipment/supplies/

Office assistance and communications duties

·         Assist in day to day running of the office

·         Managing the organization’s front office including responding to all official enquiries and formal appointments

·         Maintaining an efficient office filing system and management of general office correspondences

·         General office maintenance (cleanliness, ample working environment, ensuring availability of utilities/office supplies)

·         Handling Petty Cash, receipting, banking and maintenance of cash and banking records

·         Handling vendor payment, banking and any other administrative related errands

·         Adhere to the communication systems and communication protocols, based on standard operating procedures

·         Ensure constant, efficient and effective communication relating to logistics

·         Ensure proper communication by all staff when away from the field site

·         Assist in answering the telephone and take proper and complete messages

C. Procurement

·         Implement a purchasing system for local purchasing, and oversee all such activities

·         Ensure that requisitions are raised for various goods and services

·         Submit and follow up on purchase requisitions for any new equipment required

·         And that they are properly filled and signed by the relevant authorities and copies made for attachment to invoices.

·         Maintain the filing system

·         All working documents regarding purchases should be accurately completed and duly signed, recorded and easily retrievable

D. Inventory

·         Ensure that the asset inventory records are kept upto date.

·         Ensure that assets are disposed of in an approved manner, with the consent of the donor agency and under the regulations of Pact

·         Develop monthly status reports on purchasing and supply; such as consumable goods and stationery.

·         Implement a tracking system of all goods under transit, which do not have a waybill.

·         File the waybills

·         Supervise the stores and keep the stock cards and inventories updated

·         Responsible for issuing any item from the store through a form request

·         Make a monthly report on goods movement

E. Equipment

·         Carry out a physical inventory and subsequently document all equipment, including computers, radio, satellite telephone, and printers, video equipment, and quick-move packs, food, fuel, etc on a regular basis and forward the report to the Logistics and Administration Manager

·         Check the equipment coming back from the field and check if any repair needs to be done with applicable recommendations and action to be taken within specified time periods

·         Receive and account any equipment in the Nairobi office

·         Ensure proper storage and maintenance for all equipment

Desired Skills and Experience
The Logistics and Procurement Officer will be expected to:

·         Maintain a positive, participatory work environment where information is shared, staff input is considered and a healthy team spirit thrives.

·         Initiate and encourage inter-sectoral information sharing and cooperation, exercising respect for cultural diversity.

·         Perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure.

·         Accept responsibility for the direction, control and planning of an activity but also work independently

·         Relate to others in a manner that creates a sense of teamwork and co-operation and maintain effective communication with colleagues, both junior and senior.

·         Respond appropriately to environmental and safety hazards and function effectively in emergency situations and utilize systems effectively to ensure economical use of equipment and supplies.

·         Have the ability and willingness to travel at short notice for at least 33% of the time.

Qualifications
The minimum required academic and professional skills for the jobholder to perform successfully in their job:

·         A bachelors degree in logistics, supply chain management or related field experience

·         At least 5 years relevant work experience in a demanding environment

·         Willingness to work extended periods time and meet tight deadlines.

·         Proven leadership, management, communication, inter-personal, decision-making and analytical skills.

·         Ability to work with minimum supervision.

·         Highly proficient in Ms Word, Excel, Access, Power-point and Internet research and use

·         Knowledge of managing USAID funds will be an added advantage

Applicants must submit:
(1) A cover letter of introduction explaining how they meet the above criteria;
(2) A detailed and current CV;
(3) Contact information for 3 referees; and
(4) Indicate current remuneration package, to the Pact Kenya country office
Human Resources via the following email address: kenyahr@pactworld.org by the