Job Description
Position: Logistics Officer
Direct Supervisor:Senior Logistician
Final Responsible:Country Logistics Manager
Relationships Internally: Logistics
staff (Nairobi and field), finance & administrationPosition: Logistics Officer
Direct Supervisor:Senior Logistician
Final Responsible:Country Logistics Manager
Relationships Externally: Transporters, suppliers, clearance/forwarding agencies
Location: Nairobi
Start Date: June 2012
Salary: Circa Ksh 74,000 Gross per Month.
Context
Merlin is a British humanitarian Non Governmental Organization providing health care to populations in crises.
Merlin exists to provide an immediate and effective response to
medical emergencies throughout the world.
The goal of the Nairobi Office is to provide support to Merlin
projects in Kenya and Somalia in terms of logistics, transport, procurement,
security and emergency response.
Responsibilities
Responsibilities
- To manage the stores, transport and
general logistics functions of the capital office, consistent with the
country programme objectives.
- To liaise with procurement officer and
anticipate supplies incoming to transit store, and manage storage space
effectively
- To control all Nairobi stores
according to Merlin policy, running monthly stock checks and providing
monthly reports
- To ensure that supplies are forwarded
to project sites in a timely and cost effective manner; and that sites are
kept informed about pending deliveries and any delays to consignments
- To ensure that goods are received, unloaded,
stored properly, and checked in against procurement documents
- To ensure that all consignments
leaving the country have appropriate export documents
- To obtain competitive quotes relating
to transport and to liaise professionally with transport suppliers
- To supervise drivers and manage
Nairobi vehicles and movements, ensuring that vehicles are properly
maintained
- To control fuel the procurement of
fuel, prepare consumption data and submit monthly fleet reports on time
- To ensure all documents and requisition
forms are authorised according to Merlin policy
Tasks
Vehicle Management
Vehicle Management
- To maintain accurate control of
vehicles: monitoring vehicle logbooks and provide monthly vehicle report
to the Logistics Manager.
- Control use of fuel vouchers, provide
administrative check and all supporting information before presenting them
for final approval and subsequent payment.
- Supervise Nairobi drivers and ensure
correct vehicle usage procedures as per ‘driver’s rules and regulations’
and Merlin policy.
- Plan and organize the day to day
capital office transport requirements.
- Ensure that vehicle service intervals
are closely monitored and that planned and unplanned maintenance is
carried out as per manufacturer’s recommendations.
Stock Control
- Liaise with suppliers to receive newly
procured goods into transit stores, and provide signed goods received
notes for the procurement files.
- Manage distribution of stock to
project sites: liaise with project sites, prepare stock transfer
documents, ensure that the stock in good working condition, organize the
transfer, ensure a GRN is received from the field site and filed.
- Maintain stock movement report (SMR)
of all capital office stores: hold store keys in a secure manner, carry
out monthly stock taking of all stock items and present monthly stock
report to Logistics Manager.
- Ensuring cleanliness, hygiene, safety
and storage system in place is up to the required standards.
- Prepare standard Merlin documentation
for all items received and issued, such as stock movement reports, warehouse
requisitions, bin cards, etc.
Cargo transport
- Liaise with project staff to ensure
the timely dispatch of purchased items by appropriate means
- Request quotations from transport
suppliers, prepare all paperwork as required
- Manage the picking/packing of cargo,
preparing packing lists, and completing accurate waybills.
- Prepare documents for all payments
related to transport, and ensure that this is authorised according to
Merlin policy
- Prepare standard Merlin documentation
for all items received and dispatched, such as stock movement reports,
packing Lists, waybills and GRNs
Communication:
- Establish and maintain effective
working relationships with all project site staff
- Ensure effective working relationship
with counterparts, technical and service departments at capital level
Various:
- Brief new starters on Merlin
procedures related to this transport and warehousing
- Willing to be sent to the field for
specific support or supervision on specific logistics activities.
- Any other duty as may be required by
the Logistics officer
Qualifications
Essential
Essential
- Relevant degree and/or equivalent in
logistics
- Two years of warehouse or transport
management experience, preferably with an NGO or similar organisation
- Advanced skills in the use of
computers and office software (MS Word, Excel, Outlook etc),
- Fluent written and spoken English and
effective communicator with good interpersonal skills
- Good planning, prioritizing and
organizational skills
- Ability to work under tight deadlines
and pressure
- Physically fit, proactive, and willing
to lead by example
Highly desirable
- Previous experience working for an NGO
- Supervisory experience
- Certificate/Diploma in a relevant
subject
How to Apply
Should this role be of interest to you, please send you
applications to recruitment@merlin-kenya.org by 5pm on Wednesday, 5th June
2012.
Alternatively, you may wish to post your application to,
HR Department, Merlin,
Nairobi Office,
P.O Box 3350 – 00200,
Nairobi, Kenya.
Only shortlisted candidates will be contacted.
Only shortlisted candidates will be contacted.
