Job Summary
- The Job holder will be responsible for Transport and
Stores management in compliance with Concern’s and Donor policies &
procedures.
Main Duties and Responsibilities
Transport
Nairobi Office
- Schedule and plan the use, movement, maintenance and
repair of vehicles and thereby facilitating the most cost effective
delivery of transport services.
- Ensure driver(s) accompany all vehicles for
servicing. The driver must verify that service is completed and sign off
on all job cards.
- Ensure vehicles are correctly fitted with seat
belts, first aid kits, fire extinguishers, spare tyres, jacks, tools etc.
- Maintain all transport & fleet records for
Nairobi Vehicles in accordance with Concern and donor requirements.
Following up with suppliers for timely submission of transport related
invoices ( Taxi & Fuel) & log sheets for timely payment processing
- Conduct checks on rented vehicles before engagement
- Ensure all paperwork filing is accurate, up to date,
and in correct order so as to easily facilitate checks and audits
(Separate folders for each vehicle).
- Manage Concern driver(s) in Nairobi. This includes
ensuring daily checks are done and regular cleaning of vehicles.
- Line manage Nairobi driver(s) and ensure timely
setting of objectives, annual performance reviews and submission of
timesheets.
All Offices
- Ensure drivers use good driving techniques that are
geared towards reducing fuel costs, exhaust emissions, vehicle wear and
tear and increase safety.
- Ensure timely & proper servicing/maintenance,
maintain relevant documentation and keep records of all “next service km”
for all Concern vehicles.
- Review all fuel vouchers, routine service documents
before submission to budget holders for approval etc.
- Liaise with the procurement officer on the
procurement of spare parts for technical approval, fuel and other
transport or fleet requirements and advising staff on Concern’s Transport
& Fleet policy & procedures
- Log sheets are correctly completed including km is
charged to correct programme.
- Train new drivers on the use of DiRTrAC system,
update the system by adding and deleting users, check vehicle trips, amend
trips etc.
- Check vehicle trips, amend trips, update the system
by adding and deleting users
- Ensure use of Concern job cards.
- Vehicle tracking to ensure rules are being adhered
to e.g. speed limits.
Stores
- Manage stores and all store documentation e.g. stock
cards, warranties etc in Nairobi
- Receive and document all deliveries (long term and
in transit) and ensure safe storage.
- Organize dispatch, loading and offloading of
deliveries.
- Transportation of supplies cost effectively by
comparing courier vs consolidated cargo to and from program locations.
Distributions
- Track distribution of purchased items ensuring
proper documentation and summarise distribution reports for all offices.
- Maintain the final distribution files, manage all
records submitted by program teams and ensure accurate consolidation and
reporting.
Reporting
- Prepare monthly transport and fleet reports for
Nairobi office and submit for review by Line Manager, approval by the BH
and for payment by 8th every month.
- Compile carbon footprint report for Concern vehicles
by providing data on vehicle use, fuel consumption etc.
- Consolidate and review transport reports from the
field offices before forwarding to the Logistics Coordinator for approval.
- Download reports and logsheets from the DiRTrAC
system and share with finance
- Review all field transport reports and highlight
anomalies before presenting for Line Managers review.
- Compile Nairobi fuel vouchers, reconcile fuel and
utilization report at the end of every month, and submit documents for
approval and payment processing.
- Compile Nairobi taxi reports per program and prepare
PRF for payment
- Prepare comprehensive stores reports and stock
reconciliation reports for Nairobi office
- Carry out stock reconciliation for Nairobi office
and review the same documents from field offices)
Others
- Adhere to and promote the standards outlined in the
Concern Code of Conduct and associated policies to their team,
beneficiaries, and be committed to providing a safe working environment
- Participating and contributing towards Concern’s
emergency response, as and when necessary
- Take all possible measure to meet Core Humanitarian
Standards (CHS)
- Any other duties as assigned by the Line Manager
Person Specification
Minimum Education, Qualifications &
Experience Required:
- A degree in Logistics, Operations Management,
Business Administration, Management or relevant field
- At least three (3) years’ experience in related
field with progressively responsible experience preferably working with an
NGO or UN Agency in a similar role
- Up-to-date knowledge of traffic and NTSA regulations
regarding to licensing, road safety, etc.
- Experience with Health and safety in Transport
- Working knowledge of 4 x 4 and hybrid vehicles,
vehicle spare parts, transport logistic systems, including procurement and
stores management
- Kenyan driving license.
Desirable:
- CILT certification
- Apprenticeship in motor trade
- Basic mechanics’ skills
- Motor bike riding license is an added advantage
Preference will be given to candidates
who have:
- High integrity and demonstrated ability to follow
standards and policies
- Commitment to humanitarian principles and values
- Commitment to adhere to the standards of conduct
outlined in the Code of Conduct and Associated Policies
Competencies required:
Managing yourself
- Awareness of your own abilities and uses abilities
to work well with others to achieve your work and Concern’s.
Individual leadership
- Inspire others by clearly articulating and
demonstrating the Concern’s values and principles supports others to
achieve excellent results.
Communicating and working with others
- Proactively and effectively share information with
others. Works effectively with others to achieve best results from.
Delivering results
- Delivers on commitments; uses appropriate techniques
to help achieve agreed objectives.
Planning and decision-making
- Systematically work towards achieving objectives;
informed and timely decisions (appropriate to role), to achieve work
objectives.
Creativity and innovation
- Continual improvement by developing and implementing
new ideas for effective and efficient progress towards the agreed
objectives
Influence, advocacy and networking
- Engages effectively with others inside and outside
the organisation as relevant to achieve agreed objectives
How To Appy
Interested candidates, who meet the
above requirements, should send a detailed CV with three professional referees (one
of whom must be an immediate line manager) and Cover Letter Only to nairobi.hr@concern.net with the subject on the email
as ‘Officer
Logistics, Transport and Stores on
or before Wednesday
20th March 2024. Only short-listed candidates will be
contacted for interview.