Internship
Opportunity
ACTED
Kenya
Department: Logistics
Position: Logistics Intern
Direct
hierarchy: Logistics manager
Contract
duration: 3 months
Location: Nairobi, with 20% travel to field offices
Starting
date: December 2016
ACTED
is a French humanitarian NGO, founded in 1993, which supports vulnerable
populations, affected by humanitarian crises worldwide.
Their
interventions seek to cover the multiple aspects of humanitarian and
development crises through a multidisciplinary approach which is both global
and local, and adapted to each context.
Position
Profile: The Logistics Intern’s main
responsibilities are to support the Logistics team with routine duties;
Assist the Logistics department in ensuring that all purchases are made in a
timely and transparent manner, that ACTED procurement policies and procedures
are followed at an optimal quality/price, and that all procurement procedures
are properly implemented;
Responsibilities:
IT
and project management
·
Assist the IT officer and the
Logistics Manager on the IT workload.
·
Assist the IT officer and the
Logistics Manager on the ongoing project related to new technologies
implementation.
·
Assist for the setup, manage and
ensure effective use of the entire and IT systems in the mission
·
Assist in maintaining and updating
(where necessary) the IT policy
·
Maintain control mechanisms on all IT
equipment (e.g. limits on installation of software, limits or tracking of
printing)
·
Assist in providing computer support
and training to ACTED staff when necessary.
·
Replace the cartridge as needed.
Regional
coordination meeting (RCM)
·
Support in the organization of
ACTED’s regional coordination meeting for early 2017;
·
Assist in the transportation and the
accommodation in Nairobi
·
Assist in the procurements related to
the regional coordination meeting
·
Delivering purchase orders to
suppliers, collecting items purchased and ensuring their quality and
specifications.
·
In charge of the stock management
related to the RCM.
Any
other duty as may be requested by the Logistics Manager/Officer
Required
Profile
·
A Degree in purchases & supplies
management, Logistics from a recognized Institution
·
Strong team player of high integrity,
pleasant personality, ability to work under least supervision and meet strict
deadlines.
·
Diploma/Bachelor’s in Information
technology, computer science is a plus
·
Excellent planning, coordination, and
reporting skills, with the ability to organise a substantial workload comprised
of complex, diverse tasks and responsibilities;
·
Good public Relations with strong
negotiation skills.
·
Computer literate and with excellent
IT Knowledge.
·
Excellent interpersonal skills and
demonstrated ability to establish effective work relations at all levels,
·
Excellent communication skills,
strong analytical and conceptual skills.
·
Being conversant in Somali language
will be considered an advantage.
Position: Capital Logistics Officer
Direct Hierarchy: Logistics Manager
Contract duration: Six Months
Location: Nairobi, Kenya
Starting Date: December 2016
ACTED is a French humanitarian NGO,
founded in 1993, which supports vulnerable populations, affected by
humanitarian crises worldwide.
ACTED provides continued support to
vulnerable communities by ensuring the sustainability of post-crisis
interventions and engaging long-term challenges facing our target populations,
in order to break the poverty cycle, foster development and reduce
vulnerability to disasters.
Their interventions seek to cover the
multiple aspects of humanitarian and development crises through a
multidisciplinary approach which is both global and local, and adapted to each
context.
Position Profile: Under the overall guidance and supervision of the
Logistics Manager, the Capital Logistics Officer ensures that s/he performs
transparent and efficient logistics activities for ACTED programmes in Kenya
and Somalia.
Specific Duties and responsibilities
Objective 1: Management of the Capital level Procurement & field
procurement
·
In accordance to ACTED’s procurement
procedures, be responsible for the procurement process of all items or services
purchased on the Capital level upto the level (Scenario) agreed with the Logistics
Manager
·
Receiving orders from the various
departments, signing them and updating in the order follow up.
·
Responsible for signing all
procurement memo for Capital level procurement;
·
Responsible to setting up the correct
procurement procedure for each purchase;
·
Contact requesters to ensure correct
specifications of each items ordered, in order to avoid non-matching
procurement;
·
Ensure procurement of goods and
services is always done following the value for money principle;
·
Accountable for Compliance with
respects to all capital procurements;
·
Establish the monthly purchase
forecast, gathering all purchase that will be done on capital level, and send
it to the Country logistics Manger.
·
Accountable for the reception
of all items delivered or in transit to the Capital office;
·
Accountable for quantity and
quality check of all goods received on the Capital level;
·
Ensure the information flow between
the different Stakeholders in the supply chain;
·
Responsible for transmission to
finance all procurement files for payment
·
Responsible for filling the logistics
and compliance procurement file;
Objective 2: Stock management and procurement follow-up tools update
·
Develop, update and supervise the
Order follow-up;
·
Develop, update and supervise the
supplier data base;
·
Develop and update the price data
base;
·
Supervise the IN and OUT processes
·
Supervise the filing of all processed
documents, according to FLAT procedures;
·
Responsible for compliance with the
stock management procedures;
Objective 3: Office / infrastructure management
·
Responsible for the Nairobi base
various works
·
Accountable for office/guesthouse
bills payment i.e. electricity, water bills and internet for guest house/office
·
Accountable for setting up and
receiving requests for house/office maintenance and assure the effective
treatment;
·
Accountable for the maintenance and
reparation of guesthouses, offices and warehouses
·
Responsible for lease agreement
preparation and amendments;
Objective 4: Supervision of staff
·
Direct supervisor of the
Logistics Assistants, House keepers and gardener
·
Assure that security and safety rules
are respected by the staff under his direct supervision;
·
Replace the missing staff and predict
supplementary staff needs according to HR procedures;
·
Assure evaluation and contribute to
the development of competencies of the staff under his direct supervision;
·
Validate leaves and breaks of staff
under his direct supervision;
·
Assure the daily management of his
team;
·
Participate in the recruitment of the
positions under him;
·
Assure the repartition and
coordination of work;
·
Deal with HR problem within his team
and report problems to Log Manager and HR team;
Objective 5: Reporting
·
Send every Friday the updated Order
follow-up to the Heads of Departments and the Program Managers;
·
Compile and analyse the Logistics
reports and send them to the Logistics Manager on 5th of each month.
·
Writing of the Log Team meeting
minutes
Objective 6: Logistics Document Filling
·
Reception of purchase files and
control of the conformity to ACTED procurement procedures. Report any missing
to the Logistics Manager
·
Physical filing of the procurement
documents in the adequate place.
·
Scan every purchase files and save it
on the server
·
Organize the archive room and insure
security/cleanness of it;
Required Profile
·
Bachelor degree in purchasing Supply
Management or Chartered Institute of Purchasing and Supply (CIPS, UK) or higher
national diploma in store, logistics management or equivalent.
·
At least 4 years relevant experience
in procurement and logistics management in INGOs.
·
Computer literate and with excellent
IT Knowledge.
·
Excellent interpersonal skills and
demonstrated ability to establish effective work relations at all levels,
·
Strong people management and
leadership skills;
·
Excellent communication skills.
·
Strong analytical and conceptual
skills.
·
Experience in providing inputs to
proposals and donor reports in procurement and logistics.
·
Demonstrated experience in overall
responsibility and accountability for the logistical management of an
organization.
·
Ability to manage varied workloads,
and deal constructively with stress and working long hours.
·
Proven ability to prioritize tasks,
meet deadlines and work with limited supervision, pro-active and a good
team-player.
·
Being conversant in Somali language
will be considered an advantage.
Application Procedure
Qualified persons with the required
skills are invited to submit their applications accompanied by detailed
curriculum vitae detailing three work related referees and contacts to
kenya.jobs@acted.org and received on or before 5.00PM on 2nd December 2016
Please note that only the shortlisted
candidates will be contacted.
ACTED will at no stage of recruitment
process request candidate to make payments of any kind.
ACTED is an Equal Opportunity Employer.
