Job Summary
- The Logistics Officer is a logistics
support staff, supporting the HOD Logistics and Deputy Field Coordinator
(DFC) in daily operations in support of the Baringo Base Office, programs
and activities.
Purpose:
- Under the direct supervision of the DFC,
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 Baringo 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 analyse 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
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