Position: Logistics Officer
Direct Supervisor:Country Logistics Manager
Final Responsible:Country Logistics Manager
Relationships Internally: Logistics staff (Nairobi and field), finance
& administrationDirect Supervisor:Country Logistics Manager
Final Responsible:Country Logistics Manager
Relationships Externally: Transporters, suppliers, clearance/forwarding agencies
Location: Nairobi
Start Date: ASAP
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
- Minimum
of secondary education
- 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
To apply for this position
All applications including cover letter and cv should be sent
to:
HR Department,
Merlin, Nairobi Office,
P.O Box 3350 – 00200,
HR Department,
Merlin, Nairobi Office,
P.O Box 3350 – 00200,
Nairobi, Kenya
or
Email to: recruitment@merlin-kenya.org
Application deadline is 5:00pm on Friday 12th April 2013.
or
Email to: recruitment@merlin-kenya.org
Application deadline is 5:00pm on Friday 12th April 2013.
Please note that only short listed candidates will be contacted.
Data Protection
Data Protection
Please note that in accordance with the 1998 Data Protection
Act, Merlin will hold and use personal information that you have given for the
purpose of recruitment and employment. This information can be stored in manual
and/or electronic form.
This information may also be disclosed to third parties in
accordance with the Data Protection Act. In cases where a job offer is
conditional on ensuring that potential employees’ names do not appear on
counter terrorism lists generated by the United Nations, European Union or the
United States due to donor funding requirements, Merlin will use the
information that you have given for checking that your name does not appear on
these lists.