Logistic Officer

Action Against Hunger • Full-time • Nairobi, Mandera • 8m ago

Action Against Hunger leads the global movement to end hunger. We innovate solutions, advocate for change, and reach 24 million people every year with proven hunger prevention and treatment programs. As a nonprofit that works across 50 countries, our 8,300 dedicated staff members partner with communities to address the root causes of hunger, including climate change, conflict, inequity, and emergencies. We strive to create a world free from hunger, for everyone, for good.

Action Against Hunger USA is part of the Action Against Hunger International network. As an independent NGO, Action Against Hunger USA currently manages operations in 8 countries: Kenya, South Sudan, Somalia, Tanzania, Uganda, Ethiopia, Zambia and Haiti. Action Against Hunger-USA has over $100 million in programs, and approximately 1,800 permanent staff based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

I.Job Summary

The Logistics Officer is a logistics support staff, supporting the HOD Logistics and Field Coordinator in daily operations in support of the Mandera Base Office, programs and activities.

Purpose:

Under the direct supervision of the Field Coordinator, 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 Mandera Base programs

·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.

II.Essential Job Duties

1.(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 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.

2. (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 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.

3.

·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 staff

III. Supervisory Responsibilities

·Drivers

III.Fiscal Responsibility

The incumbent will ensure that all procurement documents referring to a specific procurement relate to each other. i.e.

a) All invoices received correspond to Deliveries received

b) All supporting documentation e.g. work sheets, attendance sheets, etc., must relate to the invoices received

c) Ensure all supporting documentations are approved by relevant personnel before payment

d) Ensure all work related travels are accurately accounted for.

V. Physical Demands

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•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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

VI. Working Conditions, Travel and Environment

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VII.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.

Requirements

·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.

·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, mechanics, radio & satellite communications.

·Possession of driving license is an added advantage.

Benefits

Competitive salary
Medical cover