Job Summary
The Job holder will be responsible for Transport and Stores management in compliance with Concern’s and Donor policies & procedures. (Must read and understand Transport and Warehouse manuals)
Main Duties and Responsibilities
Transport
Nairobi Office
Schedule and plan the use, movement, maintenance and repair of vehicles and thereby facilitating the most cost effective delivery of transport services.
Ensure driver(s) accompany all vehicles for servicing. The driver must verify that service is completed and sign off on all job cards.
Ensure vehicles are correctly fitted with seat belts, first aid kits, fire extinguishers, spare tyres, jacks, tools etc.
Maintain all transport & fleet records for Nairobi Vehicles in accordance with Concern and donor requirements. Following up with suppliers for timely submission of transport related invoices ( Taxi & Fuel) & log sheets for timely payment processing
Conduct checks on rented vehicles before engagement
Ensure all paperwork filing is accurate, up to date, and in correct order so as to easily facilitate checks and audits (Separate folders for each vehicle).
Manage Concern driver(s) in Nairobi. This includes ensuring daily checks are done and regular cleaning of vehicles.
Line manage Nairobi driver(s) and ensure timely setting of objectives, annual performance reviews and submission of timesheets.
All Offices
Ensure drivers use good driving techniques that are geared towards reducing fuel costs, exhaust emissions, vehicle wear and tear and increase safety.
Ensure timely & proper servicing/maintenance, maintain relevant documentation and keep records of all “next service km” for all Concern vehicles.
Review all fuel vouchers, routine service documents before submission to budget holders for approval etc.
Liaise with the procurement officer on the procurement of spare parts for technical approval, fuel and other transport or fleet requirements and advising staff on Concern’s Transport & Fleet policy & procedures
Log sheets are correctly completed including km is charged to correct programme.
Train new drivers on the use of DiRTrAC system, update the system by adding and deleting users, check vehicle trips, amend trips etc.
Check vehicle trips, amend trips, update the system by adding and deleting users
Ensure use of Concern job cards.
Vehicle tracking to ensure rules are being adhered to e.g. speed limits.
Stores
Manage stores and all store documentation e.g. stock cards, warranties etc in Nairobi
Receive and document all deliveries (long term and in transit) and ensure safe storage.
Organize dispatch, loading and offloading of deliveries.
Transportation of supplies cost effectively by comparing courier vs consolidated cargo to and from program locations.
Distributions
Track distribution of purchased items ensuring proper documentation and summarise distribution reports for all offices.
Maintain the final distribution files, manage all records submitted by program teams and ensure accurate consolidation and reporting.
Reporting
Prepare monthly transport and fleet reports for Nairobi office and submit for review by Line Manager, approval by the BH and for payment by 8th every month.
Compile carbon footprint report for Concern vehicles by providing data on vehicle use, fuel consumption etc.
Consolidate and review transport reports from the field offices before forwarding to the Logistics Coordinator for approval.
Download reports and logsheets from the DiRTrAC system and share with finance
Review all field transport reports and highlight anomalies before presenting for Line Managers review.
Compile Nairobi fuel vouchers, reconcile fuel and utilization report at the end of every month, and submit documents for approval and payment processing.
Compile Nairobi taxi reports per program and prepare PRF for payment
Prepare comprehensive stores reports and stock reconciliation reports for Nairobi office
Carry out stock reconciliation for Nairobi office and review the same documents from field offices)
Others
Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
Participating and contributing towards Concern’s emergency response, as and when necessary
Take all possible measure to meet Core Humanitarian Standards (CHS)
Any other duties as assigned by the Line Manager
Person Specification
Minimum Education, Qualifications & Experience Required:
A degree in Logistics, Operations Management, Business Administration, Management or relevant field
At least two (2) years’ experience working with an NGO or UN Agency in a similar role
Up-to-date knowledge of traffic and NTSA regulations regarding to licensing, road safety, etc.
Experience with Health and safety in Transport
Working knowledge of 4 x 4 and hybrid vehicles, vehicle spare parts, transport logistic systems, including procurement and stores management
Excellent report writing, communication, interpersonal, organisation and negotiation skills
Competency in the use of computer applications i.e. Microsoft Word & Excel
Kenyan driving license.
Basic Mechanical skills and Motor bike riding license is an added advantage
Willing to travel, flexible, adaptable and with an ability to work under pressure.
Fluent in both spoken and written English and Kiswahili.
A team player, flexible and with an ability to work calmly and effectively under pressure and to make quick rational decisions
Desirable:
CIPS/CILT certification
Apprenticeship in motor trade
Ability to manage time and work effectively without constant supervision
Preference will be given to candidates who have:
High integrity and demonstrated ability to follow standards and policies
Commitment to humanitarian principles and values
Commitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies
Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to nairobi.hr@concern.net with the subject of the email as ‘Officer Logistics, Transport and Stores on or before Friday 24th November 2023. Only short-listed candidates will be contacted for interview.
Apply via :
nairobi.hr@concern.net
