Purpose of the Job: Play a key role in leading and managing FH Kenya logistics system with oversight responsibilities in procurement, fleet management, security, and logistics.
Essential Tasks and Responsibilities
Key Result #1 – Policies, Procedures, Systems and Training: (20%)
In close collaboration with the CD and senior management, develop/revise procurement and logistics policies as the need arises and support the implementation process.
Ensure that FH Kenya policies that relate to procurement and logistics are in compliance with the country procurement framework/laws.
Promote an understanding of logistics and procurement processes within FH Kenya. Identify areas of capacity building among staff and take necessary steps to ensure that staff understand logistics and procurement procedures through the delivery of basic training and orientation.
Plan and conduct regular field visits; monitor and evaluate the implementation and adherence to logistics and procurement policies; identify areas of risk and make recommendations to existing practices as is suitable.
Ensure logistics processes and procedures are in compliance with set policies, funding sources, including government procedures and policy requirements.
Ensure that all aspects of Safety and Security, Vehicle Usage and Procurement Policies are understood and maintained and followed by all staff.
Key Result #2 – Procurement: (20%)
In collaboration with the Program Managers, ensure that all donor rules and regulations pertinent to the procurement of services, goods and equipment and the use of such office equipment and vehicles are followed for all donor funded projects.
In conjunction with the CD and senior management teams, develop a long term sourcing strategy with measurable effectiveness incorporating department strategies and targets. In line with this, ensure that strategic sourcing agreements are arranged at the best possible price and in accordance with advantageous lead-times, terms and conditions.
Take lead in procurement processes, ensuring that they are conducted above board and in a transparent manner that ensures that all required documentation is collected and procedures followed. Check and review relevant procurement documents such as requisitions, bid analysis, LPOs.
Ensure that all procurement documents such as purchase requests, purchase orders, GIN, GRN are filed and stored and accessible during audits.
Professionally negotiate agreements/contracts and endeavor to ensure cost reduction in procurement of country program goods and services
Key Result #3 – Management and Planning (20%)
Collaborate with the program teams to develop procurement plans and priorities for the different projects and periodically advise and follow up with the program teams to ensure progress on plans. In addition, develop strategies for delivery on the procurement plans agreed beforehand with the program teams.
Participate in program planning aspects such budgeting and provide technical input as relates to logistics and procurement.
Lead and manage Logistics/Procurement staff ensuring clarity over strategy, plans and priorities, providing supervision, guidance and encouraging effective teamwork through regular meetings and constant feedback.
Consolidate monthly logistics reports and prepare monthly security reports to be sent to Country Director.
Key Result #4 – Security: (20%)
In close collaboration with the CD, ensure the development/review of the country security plans and standard operating procedures. In line with this, ensure that all field offices have contextualized security protocols and that they are updated annually.
Conduct periodic training for all staff to ensure that they understand the country/project site security plans, tools and SoPs. This includes briefing all visitors heading to the field.
Ensure that identified security focal points have undergone relevant trainings and are able to use all security and health related equipment.
Proactively monitor the security situation in the project areas and respond in accordance to established protocols.
Attend relevant coordination meetings at different levels national/country/district and develop good relationships with police and other security personnel in areas of operation. This will include UN security focal points, NGO cluster groups, other NGO security focal points.
Ensure that radio system and FH Satellite phones, car radios and other security equipment are functioning well and that they are used in the proper way.
Provide timely verbal and written security incident reports whenever they occur to the Country Director and SLT.
Key Result #5 – Inventories and Asset Management: (10%)
In close collaboration with finance teams, develop and maintain an inventory database (assets and stocks) and prepare analytical reports as needed.
Develop a disposal plan for organizational assets as per the disposal policy.
Institute and oversee the physical count of assets and inventory on a periodic basis, ensuring that assets and inventory are indicated in an electronic database
Ensure proper acceptable standard warehousing/storage techniques are used in handling organizational commodities.
Key Result #6 – Fleet Management: (10%)
Ensure the proper utilization, maintenance and follow up of the FH fleet as well as control and management of the cost of the fleet (fuel, maintenance and repairs). Ensure that a regular maintenance plan is set up for all vehicles.
Manage safe and affordable staff transportation (ground and air) and manage all related contracts and external associated relationships.
Ensure the development/revision and or the implementation and adherence to vehicle policy in the organization
Ensure that all FH vehicles have valid insurance coverage and where required, insurance claims are made in good time to cover any damage and or loss incurred.
Ensure the proper and appropriate documentation of vehicles such as repairs and servicing, insurances, log books, etc.
Qualifications
Commitment to serving the poor and in full agreement with FH’s Christian foundation and beliefs as expressed in our Vision, Purpose and Values
Leadership and project management skills with ability to plan, lead and follow through on complex projects and activities
Flexible, dependable, organized, resilient, self-motivated, servant leader, effective within various levels of society, good team player, and compassionate with humanitarian attitude
Strong organizational and administrative ability
Proficiency in Microsoft Office products, such as Word and Excel
Ability to travel up to 50% a year
Able to multi-task and resolve conflicts as well as possess good judgment in making decisions under difficult situations.
Ability to develop and maintain good working relationships across the organization
Ability to work well under pressure and in response to changing needs.
Organized and able to keep clear and concise records
Education and Experience
A university degree in related field
Minimum of 5 years’ experience in logistics management and co-ordination (strategy development, purchasing and supply, warehousing, team support, vehicle fleet management, security awareness and communications) preferably within an NGO environment
Proven experience in humanitarian or development work
Experience in people management with skills/knowledge on coaching and mentoring
Proven experience in managing logistics systems and infrastructure
Language Skills: Proficiency in spoken and written English and Kiswahili
Position in the Organization: The Logistics Manager reports to the Country Director.
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