Logistics Management
In coordination with the programmes team provides the required logistics support for project-related logistics.
Compiles, reviews and submits relevant monthly logistics reports in accordance with Johanniter requirements.
Ensures regular physical inventory checks are done of all assets and equipment, that appropriate storage conditions exist, and security of such items is ensured.
Ensures the maintenance, management and functionality of all office equipment and assets including communication and IT items.
Maintains organised, complete and accurate documentation and filing systems for all files, in both soft and hard copies.
Trains and provides ongoing support to implementing partners in project-related procurement processes, ensuring compliance with the relevant Johanniter and donor guidelines.
Shipping (Supply Chain): Organizes exemption letters, undertakes tracking of goods being transferred between the country office and project locations; ensures post-delivery inspection and confirmation of receipt of goods; ensures waybills are always used.
Communication: Explores needs and costs of security communication; arranges the required IT support services for country office staff.
Manages team transport during field trips which includes booking of vehicles and flights for staff.
Supports budget planning of programs and project proposals with regard to logistics requirements.
Supports the Head of Mission in implementing and updating logistics aspects of the security plan to ensure resources and facilities are ready at all times for either hibernation or evacuation.
Procurement
Ensures implementing partners and Johanniter staff comply with the procurement guidelines of Johanniter and its donors.
Ensures that Johanniter and implementing partners have up-to-date procurement plans, revised quarterly.
Maintains an accurate and up-to-date procurement tracker for the country office.
Launches, assesses and ensures that country office tenders are awarded in a fair and open manner adhering to Johanniter and donor rules and regulations.
Supports implementing partners with tender processes when requested to do or when required according to the value of the procurement.
Ensures that goods, services and works procured by the country office are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).
Inspects and ensures the quality of received goods, engaging technical experts where necessary.
Ensures that copies of all country office archived procurement files are stored in an off-site location.
Reviews country office and partner procurement documentation for completeness and accuracy, providing timely feedback to partners, finance, programmes and administration when required.
Contracts/Procedures/Filing/Reporting
Manages all vendor contracts using a Contract Tracker to ensure that they are up to date.
Designs, rolls out, implements and monitors logistics procedures, SOPs and guidelines.
Ensures that logistic reports and donor reports are in line with the appropriate reporting requirements.
Provides feedback to partner organizations and Head of Mission regarding procurement processes and quality of documentation.
Quality Management
Uses Johanniter’s quality management tool ConSense and ensure that all staff are able to access and use it.
Implements systems to improve transparency, ensuring adequate anti-fraud procedures are in place.
Carries out regular inspections and spot-checks, to ensure the best use of country office assets and resources.
Undertakes field visits to project sites on a regular basis to follow up on the quality of logistics and procurement procedures.
Ensures that projects are effectively supported in line with donor budgets and guidelines.
Proactively engagse with line managers in areas where there are needs for improvement, ensure good coordination and adequate information sharing, and address common concerns/problems with a goal to seek solutions.
Other:
Supports in security monitoring especially during field visits.
Actively participates together with all Johanniter country office staff in the design and planning of new project proposals.
Participates in logistics and procurement assessments of new partners, and periodic re-assessments of existing partners.
Represents Johanniter in relevant procurement and logistics forums and networks.
Performs other duties as may be assigned by the line manager.
Person Specification:
Professional Qualifications and Experience:
Relevant BSc, preferably in Logistics/Supply Chain Management from a recognized university.
Minimum of 4 years’ experience in a Logistics Management position with International NGOs in Kenya or in the region is a must.
Experience working with, training and supporting implementing partners.
Experience multitasking and prioritizing.
Experience in working with institutional donors. Knowledge of German donors BMZ, GFFO and ADH is an added advantage.
Experience writing clear and concise reports and standard operating procedures.
Skills
Excellent communication skills, both written and spoken, in English.
Strong leadership and team mentorship skills.
Strong management and organisational skills.
Strong analytical, written and oral communication skills.
Ability to work efficiently under pressure.
Cultural sensitivity and team competence.
Attention to detail.
Common sense and proactivity.
Ability to work both independently and as a member of a team.
Shortlisted candidates will be invited for interviews by mail at short notice
Apply via :
recruitment.kenya@johanniter.de
