Job Summary
- The Logistics
Officer is a logistics support staff, supporting the HOD
Logistics and Field Coordinator in daily operations in support of the
Mandera Base Office, programs and activities.
Purpose:
- Under the direct supervision of
the Field Coordinator, the Logistics Officer will provide procurement and
logistic assistance, ensuring high quality, accuracy, and effective
execution of procurement and logistics, including asset management and
processes, as well as transparent utilization of financial resources. They
will promote a client-oriented approach consistent with ACF rules and
regulations.
Engagement:
- The Logistics Officer will be
expected to offer technical assistance to Mandera Base programs
- Logistics Officer will be
required to engage with external stakeholders such as partners and
suppliers.
- Work with the drivers to ensure
vehicles are properly maintained and in good condition.
- Work with Programs team on
expedition of requests and tasks
Delivery:
- The Logistics Officer will be
expected to support all logistical functions, including but not limited
to; procurement, transport, stock management, fleet management,
equipment/assets management import/clearance, and distribution of
commodities.
Essential Job Duties
Procurement
– 70%
- Assist in procurement activities,
purchasing of equipment, goods and services, including planning, raising
RFQs, ITTs, issuing Purchase Orders and Call-off Orders against FAs, and
other tasks;
- Assist in procurement processes,
e.g. drafting bidding documents and launching sourcing and solicitation
events in eSourcing, managing bid submissions, communicating with bidders,
participating in evaluations, preparing evaluation reports, supporting preparation
of Contracts, Framework Agreements and amendments thereof;
- Process procurement transactions
in ACF’s corporate system, LINK;
- Process invoices for goods and
services delivered, ensuring accuracy and completeness of documentation
and timely payment, following up to completion and informing clients;
- Monitor expenditures against
allocations from Budget Follow Ups.
- Receive, review, log and route
incoming communication and procurement requests/invoices;
- Receive, verifying deliveries and
shipping them to requesters (Bases or Coordination departments)
- Prepare reports, tables, charts
etc. applying technical skills and knowledge in formatting and
presentation;
- Prepare statistics and reports,
including on procurement volume;
- Undertake routine follow-up
action on procurement on behalf of the Supervisor;
- Maintain status reports on
procurement activities and work in progress.
Logistical
Support Services – 20%
- Support in asset management,
ensuring all items are recorded against the correct project number and the
correct documentation is supported for each item;
- Support in fleet management,
ensuring all ACF vehicles are running at optimum levels.
- Manage asset and inventory of all
expendable and non-expendable items under each project in order to
maintain accurate records for accountability, as well as handover of
equipment when appropriate;
- Support in asset registration
processes of expendable and non-expendable property and equipment for the
office, ensuring they are well established and maintained/updated on a
monthly basis;
- Assist in office management of
stationery supplies including maintenance of stock list and distribution
of stationery as required by staff, keeping a log of distribution;
- Assist in managing office
provision of cleaning and maintenance/repair services;
- Assist in the organization of
meetings, conferences, visits, workshops, etc;
- Any other duties as requested by
the Supervisor.
Other
duties as required -10%
- Track and analyze data to provide
recommendations for process improvement
- Assisting in managing supplier
relationships, contacts, and pre-qualification lists.
- The incumbent should be able to
draft, review award notifications, contract/agreements
- Ensuring compliance with policies
regarding purchasing procedures and best practices.
- Provide technical and logistical
support to field staff
Supervisory
Responsibilities
- Driver
Fiscal
Responsibility
The incumbent will ensure that all procurement documents
referring to a specific procurement relate to each other. i.e.
- All invoices received correspond
to Deliveries received
- All supporting documentation e.g.
work sheets, attendance sheets, etc., must relate to the invoices received
- Ensure all supporting
documentations are approved by relevant personnel before payment
- Ensure all work related travels
are accurately accounted for.
Physical
Demands
- While performing the duties of
this job, the employee is required to sit for long periods and to
concentrate on work, including typing, and turn out heavy volumes of work
accurately, within short time frames under stressful situations in the
context of a moderately noisy office with interruptions.
- To travel to the field, the
employee must attest to a level of physical fitness capable of enduring
physically difficult, highly stressful situations, which may include the
necessity to walk long distances, to eat a limited diet and/or to reside
in potentially uncomfortable housing or tents.
- The physical demands described
here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to
perform the essential functions.
Working
Conditions, Travel and Environment
- The duties of the job require
regular job attendance at least five days per week. Must be available to
work outside normal office hours or on the weekends as required by contact
with the missions, mission security, or other obligations.
- Must be able to travel as
required for standard domestic and international business travel as well
as to the missions if appropriate. While visiting the field, the employee
may be exposed to precarious settings under high security risks and/or
very basic living conditions and outside weather conditions, as well is to
infectious diseases.
Gender
Equality Commitments & Zero Tolerance to Abuse
- Foster an environment that
reinforces values of people of all genders equal access to information.
- Provide a work environment where
people of all genders must be evaluated and promoted based on their skills
and performance.
- Promote a safe, secure, and
respectful environment for all stakeholders, particularly for children,
beneficiaries, and members of staff.
- Help to prevent any type of abuse
including workplace harassment and sexual abuse and exploitation.
- Respect beneficiaries’ women,
men, children (boys and girls) regardless of gender, sex orientation,
disability, religion, race, color, ancestry, national origin, age, or
marital status.
- Value and respect all cultures.
Required Qualifications
- Bachelor degree in supply chain
& Logistics Management or other relevant academic studies.
- Membership with CIPS (UK) and/or
Membership of KISM will be an added advantage.
Required
Skills & Experience
- At least 5-7 years’ experience in
similar assignment with busy international NGO preferred.
- INGO experience in staff
management, Logistics, finance and project follow up.
- Ability to work under pressure
while multi-tasking.
- Experience with Power BI is an
added advantage
- Results driven and demonstrable
ability to set and communicate goals and ensure effective and appropriate
decision-making and problem solving.
- Good team player, able to
organize, train and motivate a multicultural team.
- Excellent written and verbal
communication skills to motivate and influence.
- Fluent in English (professional
English needed).
- Good general knowledge in field
of IT, mechanic, radio & satellite communications.
- Possession of driving license is
an added advantage.
How To Apply