CORE ACCOUNTABILITIES Procurement• Collects quotations and bids from the market as assigned by the Section Leader and ensures fair competition and strictly adheres to Acacia Procurement rules regarding vendor relations. • Preparation of status reports on deliveries for Kisumu and Musoli offices and recipient of supplies. • Assist Section Leader Administration & Logistics with asset management. • Identify assets during the course of procurement and update records accordingly. • To support the procurement and sample expediting by compiling correspondence letters that relate to the procurement operations. • To check all documents that are needed in imports and exports procedures so it can align with Kenyan regulations. • Purchase of office supplies.
Vehicles • Act as the head driver for all company vehicles. • General management of Acacia vehicles in co-operation with the Section Leader Administration & Logistics and the assigned drivers. • Maintain administrative vehicle files for each vehicle and ensure that all vehicles have proper on-board vehicle documentation. • Continuous tracking of vehicle log-sheets and responsible for monthly compilation and submission of log-sheets. • Oversee fuel consumption purchase and tracking, including coordination with gas station(s). • Organize regular service schedules for vehicles and maintain service schedule files. Ensure major repairs are done in a timely manner and report all maintenance needs of the vehicle to transport management on a regular basis. • Track vehicle expenses and file Monthly Vehicle Consumables sheets for each vehicle separately. • Ensure security measures for vehicles such as parking, storage of keys, emergency supplies etc. and responsible for the safekeeping of all vehicle equipment, tools, first aid kits, spares etc. • Ensure that accident reports are completed and filed. Assets • Identify assets during the course of procurement and log in to hard copy and soft copy Asset registers. • Update the electronic Assets database monthly and provide an electronic copy to management, ensuring that a hard copy is printed, signed and filed in the assets file. • Advise colleagues on guidelines of Acacia Asset and Equipment use guidelines. • Ensure all lost, damage, sold, stolen (or other) items are properly recorded with an approved Disposal of Assets form. Ensure any necessary supplementary documentation is completed. • Inform the Section Leader Administration & Logistics of any broken, damaged or destroyed equipment. • Update inventory records with all the receipts / issues of inventory items from the Acacia store. • Maintain inventories of all Kisumu and Musoli premises (non-expendable properties) and conduct regular checks (quarterly). Stores • Maintain the inventory and prepare the reports on a daily basis. • Travel to Musoli from time to time to inspect goods delivered directly to the field. • Interact with suppliers in the receiving and inspection of goods and issuing of Goods Received Notes. • Receive the goods as per the description on the purchase order/request. • Inspect goods upon delivery and reject inadequate, broken, low quality and other items not meeting the requirements of the order. • Dispatch goods from the warehouse using appropriate Acacia procedures, Waybills and gate passes and update Stock Records and generate, and file the commodities movement way bills and gate passes accordingly. General • Assist as required with logistics in the Kisumu and Musoli office and guesthouse daily workloads. • Cooperate and be of assistance to staff and visitors and assist in troubleshooting potential Logistics problems during daily business. • Other tasks as assigned from time to time. ROLE REQUIREMENTS Qualification Requirements: • Secondary School Leaving Certificate • Bachelor’s Degree in any business discipline (Administration/ HR/ Logistics/ Accounting) will be an advantage. Experience Requirements: • Minimum 3 years relevant experience in a similar role • Minimum 2 years’ experience running remote camps and offices • Experience in exploration or extractive industry would be ideal. • Experienced and Licensed driver (manual transmission) Skills / Knowledge Requirements: • Microsoft Office knowledge • Must be organized and detail oriented • Must have excellent written and communication skills in English • Fundamentals of Procurement and Logistics • Knowledge of vehicle fleet management • Office management and administration • Time management scheduling and planning
Administrative / Logistics Officer
