NGO Jobs in Kenya - Mercy Corps

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities. 

Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve. 

Mercy Corps is looking for committed and dynamic individuals to take up the following position:

Procurement & Logistics Assistant - Nairobi

General Position Summary: The Procurement and Assistant is responsible for facilitating the procurement and logistics aspects of Mercy Corps’ procurement and logistic operation. Working closely with Program, Administration, Finance and; Procurement and Logistics Assistant is instrumental in supporting program activities through his/her services.
 

Essential Job Functions:

• Daily coordination of MC procurement activities;
• Has a full understanding of MC procurement policies and formats. Assists, as needed in training staff on these policies;
• Assist staff as needed on creating clear and understandable purchase requests and other documentation;
• Collects quotations and bids from the market for PRs as assigned by supervisor – as per Mercy Corps standards and formats;
• Interact with vendors and service providers during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms.
• Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations as described below:
• Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives.
• Provide equal opportunity for vendors/suppliers to make price and specification quotations.
• Guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers.
• Decline to take advantage of vendors/suppliers’ errors, and show consideration for vendors/suppliers’ difficulties by co-operating with them whenever possible.
• Avoid subjecting vendors/suppliers to needless expense or inconvenience when requesting quotations or returning goods.
• Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.
• Remain scrupulously free of obligations to any vendor/supplier.
• Remain informed about sources of supply, methods, services and materials and encourage vendors/suppliers to test and develop improved or expanded products and services.
• Inform vendors/suppliers about current and anticipated requirements.
• If for any reason, one vendor/supplier is permitted to re-quote (submit a revised quotation), all competitors should be given the same opportunity. Re-quoting should be kept to an absolute minimum.
• Interact with contractors, in coordination with the Procurement and Logistics Officer;
• Prepare the required documentation of supplies and ensure transactions are completed to MC standards.
• Assists with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.
• Act as receiving officer at Nairobi office and maintain relevant documents
• Coordinates shipments to and from other field offices in Kenya and maintain waybills
• The Procurement and Logistics Assistant will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Other duties as assigned

Supervisory Responsibility: None
 

Accountability
 

Accountable for Mercy Corps Field Procurement Manual, Field Asset Management Manual, Fleet Management Policy Guidelines and the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.
 

Reports Directly To: Procurement and Logistics Officer
 

Works Directly With: Program, admin and finance
 

Knowledge and Experience:

• Diploma in Supply chain management or equivalent.
• Minimum 1 year experience in supply chain management; international business or related field. 
• Strong organizational skills; ability to interact effectively with international and national personnel.
• Good oral and written English skills. 
• Good computer skills in MS Office programs, especially in MS Excel. 
• Demonstrate ability to multi-task and process information into action as to not delay program activities. 
• A clear understanding of procurement ethics and donor compliance is essential.

Success Factors:

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks
• Willingness and ability to work effectively with a wide variety of people
• Excellent interpersonal skills
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Computer literate and strong organizational skills.

Procurement & Logistics Officer - Nairobi

 
Program / Department Summary: The Logistics and Procurement Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the logistics and purchasing of goods and services for country office in Nairobi, Kenya. 

The overriding objective for all Mercy Corps procurement and logistics activities are the prompt and effective provision of procurement and logistical solutions as well as materials and services to Mercy Corps’ beneficiaries in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.
 

General Position Summary: The Procurement and Logistics Officer is responsible for overseeing general aspects of Mercy Corps procurement and logistics operations including procurement, warehousing, asset management and fleet management.
 

Implement field testing of all approved logistics and procurement policies and procedures in coordination with the Operations Manager, Finance and HR personnel and consultation with Chief of Party, Program Managers and key staff both national and international. 

Provide feedback on system including additional recommendations.
 

Essential Job Functions: The Procurement and Logistics Officer is responsible for managing the day to day operation of procurement, fleet, warehousing and asset inventory mainly in NBO office and strengthening the skills of the skills of the logistics and procurement staff to ensure compliance with Mercy Corps’ systems.

Procurement:

• Read and comply with Mercy Corps procurement management policies and procedures.
• Supervise the Procurement and Logistics Assistant and provide oversight to the procurement process including; use of paperwork in procurement such as Purchase Request, Request for Quotations, Quotations Analysis, Purchase order / Contracts, Good Received Note, Purchase Records and Payment Requests.
• Ensure all Mercy Corps employees are well versed in procurement procedures and ensure procurement thresholds and approval procedures are utilized appropriately. Ensure procurement files are well maintained in orderly and up to date systematically in hard and electronic forms. These include regular review of on-going and master PR lists.
• Coordinate with Finance department to ensure that, payments to vendors and service providers are made on time and without any unnecessary strain on the Mercy Corps financial systems. In cooperation with finance staff, help to ensure compliance with established financial management rules and procedures for Nairobi based procurement personnel.
• Ensure all Mercy Corps procurement activities are legal and ethical.

Fleet Management

• Ensure Nairobi fleet and transport management complies with Mercy Corps Fleet Management Policy Guidelines.
• Supervise the transport management and provide oversight to the management of Mercy Corps vehicles including; ensure proper use of vehicles, ensure vehicle files are completed and up to date, ensure that accident reports are completed and filled, ensure major repairs are done in timely manner.
• Oversee the vehicle usage and rental calendar with rental agencies (if applicable) and follow up monthly payments.
• Assist and facilitate in importing vehicles and registration of new vehicles with Kenya Revenue Authority.
• Ensure vehicles are managed properly in accordance with all security regulations and measures.

Asset Management

• Read and comply with Mercy Corps Field Asset Management Manual for asset management procedures.
• Ensure maintenance of proper inventory of all equipment and fittings belonging to Mercy Corps program in Kenya with special attention to Nairobi.
• Monitor and implement asset tracking system including use of asset tags, movement of assets, disposal of assets and update asset registry both manually and electronically including proper registration of newly purchased assets.
• Coordination with Administration and IT to ensure the tracking of assets including those assigned to staff.

Others

• Strong understanding of Mercy Corps internal controls and procedures. 
• Conduct performance evaluations of subordinate staff and assist them in developing their development plans in line with Mercy Corps objectives.
• Represent Mercy Corps in a professional manner to government officials, local & international community groups, suppliers, the UN and others as needed.
• Act as senior national staff member; attend meeting and share information to those under direct supervision.
• Conduct himself / herself both professionally and personally in such manner as to bring credits to Mercy Corps and not to jeopardize its humanitarian mission in Kenya.
• Other duties as assigned

Supervisory Responsibility: Directly supervises Procurement and Logistics Assistant and Drivers in Nairobi office.

Accountability:
 

Accountable for Mercy Corps Field Procurement Manual, Field Asset Management Manual, Fleet Management and Warehouse Management Policy Guidelines and other in-country policies and procedures in logistics and procurement management as well the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.
 

Reports Directly To: Operations Manager
 

Works Directly With: 

• Nairobi based regional team
• Finance team
• Nairobi based Logistics and Procurement staff

Co-ordinates with Mercy Corps program and operations staff regarding procurement planning and activities
 

Knowledge and Experience:

• Degree in a relevant business field is desired. 
• At least 2 years of experience in large scale logistics, supply chain management and/ or international business. 
• Must demonstrate understanding of logistics procurement ethics and good management skills with diverse team and large flow of information and activities. 
• Must be able to work independently and prioritize, show initiative experience in an NGO setting. 
• A strong understanding of donor compliance and budgets required. 
• Good report writing skills and ability to make recommendations for improvements; 
• strong computer (MS Office) skills, filling and organizational skills. 
• Excellent spoken and written skills in English; willingness to travel throughout field office when required.

Success Factors:

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks
• Willingness and ability to work effectively with a wide variety of people
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Good spoken and written skills in local languages and sometime dialects.
• Thorough understanding on Kenya logistical challenges, market mechanism and supply chain.
• Computer literate and strong organizational skills.
• Good team spirit.

Office Cleaner - Lodwar County

Locals only

General Position Summary: The Office Cleaner will be responsible for office cleaning, preparing tea/coffee and general office assistance for the Mercy Corps Lodwar office.
 

Essential Job Functions: Overall responsible for office cleaning, preparing tea/coffee and general office assistance aspects of Mercy Corps’ administration functions in Lodwar office with compliance with MC administration and in-country policies.
 

Office Maintenance:

• Wash dishes in the kitchen
• Clean washrooms and kitchen daily
• Empty garbage cans and dust bins daily
• Sweep the office daily
• Clean the refrigerator
• Track the office cleaning supplies

Kitchen functions:

• Prepare tea/coffee for the office staff
• Prepare refreshments for meetings
• Maintain stock of kitchen items and consumables
• Track kitchen consumable items

General Office Assistance:

• Deliver documents among departments on request
• Make photocopies on request
• Refill papers in printers and photocopiers

Supervisory Responsibility: None
 

Reports Directly To: Logistics and Administration Officer
 

Works Directly With: Lodwar team.
 

Knowledge and Experience:

• Minimum 1 years’ experience in general office assistance; 
• computer skills are required, 
• have strong cleanliness skills and 
• fluency in English and Swahili languages (both written and spoken).

Success Factors:

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks
• Willingness and ability to work effectively with a wide variety of people
• Excellent interpersonal skills
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English

Driver - Lodwar County 

Locals only
 

Program / Department Summary: The Driver will work within the Logistics department of Operational Support structure, committed to provide reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries.
 

General Position Summary: The driver will provide safe transport services for Mercy Corps program and support staff in Lodwar. 

The driver will adhere to all traffic and Mercy Corps safety rules and follow the transport guidelines required by the Mercy Corps transport department.

Essential Job Functions:

• Operate Mercy Corps vehicles as assigned by supervisor;
• Maintain vehicle log-sheets in accordance with Mercy Corps policies/regulations;
• Check the vehicle conditions after each trip/routinely – report needs and problems to transport management;
• Adhere to all safety and communication protocols as advised by Mercy Corps and supervisor;
• Responsible for the safekeeping of all vehicle equipment, tools, first aid kits, spares etc.;
• Keep the vehicle ready, clean and on standby – ready for use at all times;
• Assist, as required, with logistics in the office daily workloads;
• Cooperate and be of assistance to staff and visitors – assist in troubleshooting potential problems during daily business;
• Report all maintenance needs of the vehicle to transport management on a regular basis;
• Undertake field assignments as assigned;
• Adherence to all Mercy Corps policies and procedures as outlined in Mercy Corps policies and procedure manuals;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in country of operation;
• Other duties as assigned.

Supervisory Responsibility: None
Accountability
 

Accountable for Mercy Corps Fleet Management Policy Guidelines and the Code of conduct.
Reports Directly To: Logistics and Administration Officer
Works Directly With: Logistics Team
Co-ordinates with Mercy Corps program and operations staff in the office
 

Knowledge and Experience:

• Valid driver’s license and experience driving 4x4 vehicles. 
• Must respect and adhere to all safety and traffic rules. 
• Basic understanding of English and fluency in all local languages is required. 
• Knowledge of routes, duty stations, project areas, the NGO and diplomatic community is required.

Success Factors:

• Conscientious with an excellent sense of judgment
• Willingness and ability to work effectively with a wide variety of people
• Excellent interpersonal skills
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English.

Administration and Logistics Officer - Lodwar
 

Program / Department Summary: Mercy Corps has been operational in Kenya since 2007 and currently implements programs in Rift Valley, Central and Wajir districts with funding from USAID and KMT. 

Mercy Corps Kenya has experienced significant growth in the past year and a half after securing several high profile awards from USAID and now expanding to Turkana. 

Mercy Corps’ efforts are focused on supporting youth so they have a voice and opportunities for growth. We are also helping drought affected communities recover and be more resilient.
 

The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions. 

The overriding objective for all administration and logistics operations is the prompt and effective provision of support services to Mercy Corps’ beneficiary populations in compliance with donor specifications.
 

General Position Summary: The Administration and logistics officer is responsible for facilitating the administration and logistics functions at Mercy Corps field offices. 

Working closely with Program, Operations and Finance the Administration and Logistics Officer is instrumental in supporting program activities through his/her services.

Essential Job Functions:
 

Responsible for operations functions at the field office as follows:
 

Procurement

• Daily coordination of MC procurement activities;
• Ensure full understanding and adherence to MC procurement policies and formats. Assists, as needed in training staff on these policies;
• Assists staff as needed on creating clear and understandable purchase requests and other documentation;
• Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats;
• Interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms.
• Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations
• Maintain up to date Mercy Corps Procurement data management system.
• Interact with contractors, in coordination with the Program & operations Manager;
• Prepare the required documentation of supplies and transactions are completed to MC standards.
• Ensure proper asset management; maintain proper and updated asset register with clear asset identification tags.

Fleet management

• General management of agency vehicles in co-operation with the Operations Manager.
• Ensure that all vehicles are safe and road-worthy.
• Collecting and distributing of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets.
• Schedule vehicle use to meet programmatic and operational needs.
• Maintain vehicle board daily.
• Oversee fuel consumption purchase and tracking including coordination with gas station(s)
• Organize regular service schedules for vehicles. Maintain service schedule files.
• Collect Vehicle Service Requests from drivers. Submit VSR-s to the Operations Manager for approval
• Ensure major repairs are done in a timely manner.
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
• Ensure that security incident reports are completed and filed (if related to vehicles).

Administration

• Ensure proper management and coordination of staff travel arrangements including transport and security
• Ensure good general office management
• Ensure adherence to Mercy Corps administrative, IT, HR and logistics procedures and staff policies by MC staff. Provide training and guidance to MC staff, as needed.
• Prepare, update and track needed changes in staff files including timesheets, leave system tracking, and other personnel matters as required.
• Manage and renew office and house/apartment rental agreements.
• Establish and maintain appropriate filing systems for office correspondence.
• Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
• Purchase of office supplies.
• Co-ordinate any other necessary administrative and office management details including the maintenance of the premises.
• Preparing comprehensive, accurate and timely monthly reports.

The Administration and Logistics officer will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
 

Supervisory Responsibility: The Administration & /Logistics Officer will oversee/manage the Office cleaner and Driver. Ensure that all technical, administrative and management systems and standards agreed upon for the agency is adhered to
 

Accountability

Accountable for following Mercy Corps Field Procurement Manual, Administration manual, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.
 

Reports Directly To: Operations Manager
 

Works Directly With: Program, Logistics team
 

Knowledge and Experience:

• Degree in a relevant business field is desired. 
• At least 2 years of experience in large scale logistics, supply chain management and/ or international business. 
• Must demonstrate understanding of logistics procurement and administration ethics and good management skills with diverse team with large flow of information and activities. 
• Must be able to work independently and prioritize, show initiative experience in an NGO setting. 
• A strong understanding of donor compliance and budgets required. 
• Good report writing skills and ability to make recommendations for improvements; 
• Strong computer (MS Office) skills, filling and organizational skills. 
• Excellent spoken and written skills in English; 
• Willingness to travel throughout field office when required.

Success Factors:

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks
• Willingness and ability to work effectively with a wide variety of people
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Good spoken and written skills in local languages and sometime dialects.
• Thorough understanding on Kenya logistical challenges, market mechanism and supply chain.
• Computer literate and strong organizational skills.
• Good team spirit

How to Apply

Interested candidates who meet the above required qualifications and experience should submit on or before September 30, 2014 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org. 

The email subject Line must clearly show the job title and location they are applying for. 

Applications without the right subject heading will be automatically disqualified. 

Please do not attach any certificates.

(ONLY Qualified and selected candidates for the interview will be contacted)

NB: Mercy Corps does not charge any fee at any stage of the recruitment process.