Job Summary
The Logistics Officer is a logistics support staff, supporting the HOD Logistics and Deputy Field Coordinator (DFC) in daily operations in support of the Baringo Base Office, programs and activities.
Purpose:
Under the direct supervision of the DFC, 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 Baringo Base programs
Logistics Officer will be required to engage with external stakeholders such as partners and suppliers.
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.
Essential Job Duties
(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 reports, tables, charts etc. applying technical skills and knowledge in formatting and presentation;
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.
(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 office management of stationery supplies including maintenance of stock list and distribution of stationery as required by staff, keeping a log of distribution;
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.
(Other duties as required (10%)
Track and analyse 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
Required Qualifications
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.
Required Skills & Experience
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, mechanic, radio & satellite communications.
Possession of driving license is an added advantage.
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