Logistic Officer
Action Against Hunger-USA
is part of the Action Against Hunger International network, which provides
humanitarian relief in more than 50 countries worldwide in the sectors of
nutrition, health, water/sanitation, and food security. Action Against
Hunger-USA, an independent NGO, currently manages programs in 7 countries:
Ethiopia, Kenya, South Sudan, Somalia, Tanzania, Uganda, and Haiti. Action
Against Hunger-USA implements more than $60 million in programs annually, and
approximately 1,500 permanent employees based in New York City, Washington D.C,
Nairobi, and country offices. Additional growth is anticipated.
Action Against Hunger has been present in Kenya since 2001 and is a transformative leader in nutrition security for improved quality of life among vulnerable communities. Action Against Hunger wants to contribute to the optimal functional performance of National, County, and Community systems through strategic partnerships for innovative nutrition-sensitive and nutrition-specific interventions to achieve its impact. The organization recognizes gender equality as central to its core strategy towards realization of effective and sustainable outcomes on nutrition, WASH and surveillance interventions. Action Against Hunger is currently implementing activities in West Pokot, Mandera, Samburu, Isiolo, Trans Nzoia, Kakamega, Bungoma and Busia counties.
Job Summary
Action Against Hunger is
looking to fill the position of Logistics Officer who will provide logistics
support staff, supporting the Logistics Manager in daily operations in support
of the Base and Coordination Offices, programs and activities.
Purpose:
Under the direct
supervision of the Logistics manager, 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 Kenya
Country 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 and coordination staff
II. Supervisory
Responsibilities
- None
III. 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.
VI. 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.
V. 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.
VI. 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
All candidates should
apply through lick here: CLICK HERE. The position is open on a rolling
basis and closes on 19th February 2023 at 6:00 pm. Action
Against Hunger-USA provides all staff with an attractive salary & benefits
package. We provide equal employment opportunities (EEO) to all employees &
qualified applicants for employment without regard to race, color, religion,
gender, ancestry, national origin, age, handicap, disability, marital status,
or status as a veteran. Action Against Hunger-USA complies with all applicable
laws governing non-discrimination in employment.
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