Role & Responsibilities
Working under the supervision of the
Logistics Operations Team Lead in the Global Support Office (GSO) logistics
team based in Nairobi, Kenya. This role is a key part of the GSO Logistics team
for key logistics related activities including but not limited to; procurement;
fleet management; stock, warehouse and asset management; logistics support.
The main purpose of this role is to work within the GSO
Logistics Operations in Nairobi as follows:
Co-ordination of exports and imports
for various country programs
Procurement for items in categories as
assigned
Equipment and asset management
Facilities management
Project Overview
Medair Global Support Office (GSO)
provides operational guidance for country programmes, along with both technical
and compassionate support for our relief workers. The Global Logistics team
within Medair manages all the activities related to procurement, supply chain
management, infrastructure, fleet, equipment & communication means. The
team also develops and owns the policies and processes related to logistics
activities in the field. The GSO Logistics Operations team is specifically
responsible for Global and GSO Supply Chain Management and Base Management in
both Switzerland and Nairobi Offices.
Workplace
& Working conditions
Position is open to Kenyan nationalities or those with
eligible working permit.
Starting
Date / Initial Contract Details
As soon as possible. Full-time, 12 months (renewable).
Key Duties & Responsibilities
Procurement
Receive, review and process incoming
purchase requests ensuring sufficient clarity on specifications given for goods
or services. Confirm any other relevant information from requestors.
Preparation of the contracting
documents depending on the procurement thresholds as per the procurement
manuals
Strategically source for goods and/or
services with the aim to achieve value for money for the organization
Analysis of procurement plans for the
projects and monitoring of their implementation in collaboration with the
respective teams.
Coordinate and ensure that all
purchases are reviewed and approved in accordance with the authorization
matrix.
Support the GSO Logistics Operations
Team leader to analyse the local and international market and maintain data of
international and local suppliers in the supplier database.
Managing the Supplier Relationships
while monitoring supplier performance.
Logistics
Follow-up on order fulfilment from
suppliers within the specified timelines for active purchase orders and keep
the requestors updated on the procurement status
Organise local & international
transportation of supplies
Coordinate with identified clearing
agents the export documentation & process
Track all shipments & give timely
updates to country program on shipment status
Follow up on Certificate of Exports
& bond cancellation for exported supplies and share with suppliers
Coordinate with Finance on supplier
invoice payments for purchased goods by providing support documentation for
processing.
Facilities
Management
Using ticketing system, manage the
incoming requests from users including but not limited to purchases, room
booking, repair & maintenance requests for teamhouse & office
Review & renew running facility
contracts
Asset
& Equipment Management, Other
Asset tagging & updating on
platform
Carry out assets verification for the
Global Support Office Logistics Operation
Follow-up on assets maintenance
Manage motor vehicles at the Global
Support Office – Kenya
Bi-annual & annual physical asset
verification and updating on portfolio & reporting
Advising on disposal of obsolete items
with the various Budget holders
Support and assist the general work
and administration of the Logistics team
Cover for other Logistics team members
when absent or re-assigned to support emergency response
Country Program gap filling as and
when requested
Innovation/changes
Proactivity towards continuous
improvement and simplification, more efficiency and saving opportunities
Support the Business Process Expert
(BPE) Focal Points within Medair; ensuring policies and procedures are up-to
date and serve as reference point for questions, information and training
Team
Spiritual Life
Reflect the values of Medair with team
members, local staff, beneficiaries, and external contacts.
Work, live, and pray together in our
Christian faith-based team settings. Fully contribute to the rich spiritual
life of your team, including team devotions, prayers, and words of
encouragement.
Encouraged to join and contribute to
Medair’s international prayer network.
This job description covers the main tasks that are
anticipated. Other tasks may be assigned as necessary.
Qualifications
Bachelor’s Degree is preferred,
preferably with Supply Chain or Business Operations concentration.
Master’s degree in humanitarian SCM or
Humanitarian Logistics Management field (Added advantage)
CIPS or KISM accreditation – Required
Excellent working knowledge of the
English language (speaking and writing).
Experience
Minimum of 5 years’ professional
experience with at least 3 yrs working in the humanitarian operational
logistics programming.
Proven experience in emergency
responses desired
Experience of logistics in a
cross-cultural, challenging environment.
Knowledge of international export and
import protocols (medicine, medical supplies, general goods)
Experiences of working in emergencies
or conflict environment experience in international organization settings
Inventory management: Ability to track
and monitor the supply of goods, ensuring that the customers have the right
amount of products in the right time, quantity, quality and delivered at the
right place
Data analysis: Ability to use data
analysis to make informed decisions about the supply chain processes, use of
the data to evaluate the success of the supply chain processes and make changes
when necessary.
Excellent problem-solving skills that
identify and solve issues that affect the supply chain. Using the knowledge of
supply chain processes to identify the problem and advice the best solution.
Knowledge of Humanitarian Essentials,
Sphere, CHS and HAP Standards and other international humanitarian guidelines
and protocols.
Knowledge of donor standards (such as
DFID, USAID/OFDA, ECHO, SDC, Swiss Solidarity, UNDP, WHO, etc).
Excellent people skills with
experience in collaborating in a diverse and dynamic team.
A strategic thinker; always ready to
adapt and learn with high levels of integrity, innovativeness, accountability
and honesty with good negotiation skills.
Technology savvy with proficiency in
the use of MS Office software packages, Strong ability to plan, organize,
prioritize, and perform multiple tasks
Willing to works within a community of
highly competent logistics colleagues who collaborate to build and share
evidence and learning
Creative, open-minded, flexible,
self-learner
Self-motivated, energetic,
hard-working, servant-hearted, multitasking
Able to cope with basic living
conditions in the field and during field trips
How To Apply
