Responsibilities for the Logistics Officer Job
Management of the Capital level Procurement & field procurement
In accordance to ACTED’s procurement procedures, be responsible for the procurement process of all items or services purchased on the Capital level upto the level (Scenario) agreed with the Logistics Manager
Receiving orders from the various departments, signing them and updating in the order follow up.
Responsible for signing all procurement memo for Capital level procurement;
Responsible to setting up the correct procurement procedure for each purchase;
Contact requesters to ensure correct specifications of each items ordered, in order to avoid non-matching procurement;
Ensure procurement of goods and services is always done following the value for money principle;
Accountable for Compliance with respects to all capital procurements;
Establish the monthly purchase forecast, gathering all purchase that will be done on capital level, and send it to the Country logistics Manger.
Accountable for the reception of all items delivered or in transit to the Capital office;
Accountable for quantity and quality check of all goods received on the Capital level;
Ensure the information flow between the different Stakeholders in the supply chain;
Responsible for transmission to finance all procurement files for payment
Responsible for filling the logistics and compliance procurement file;
Stock management and procurement follow-up tools update
Develop, update and supervise the Order follow-up;
Develop, update and supervise the supplier data base;
Develop and update the price data base;
Supervise the IN and OUT processes
Supervise the filing of all processed documents, according to FLAT procedures;
Responsible for compliance with the stock management procedures;
Office/infrastructure management
Responsible for the Nairobi base various works
Accountable for office/guesthouse bills payment i.e. electricity, water bills and internet for guest house/office
Accountable for setting up and receiving requests for house/office maintenance and assure the effective treatment;
Accountable for the maintenance and reparation of guesthouses, offices and warehouses
Responsible for lease agreement preparation and amendments;
Supervision of staff
Direct supervisor of the Logistics Assistants, House keepers and gardener
Assure that security and safety rules are respected by the staff under his direct supervision;
Replace the missing staff and predict supplementary staff needs according to HR procedures;
Assure evaluation and contribute to the development of competencies of the staff under his direct supervision;
Validate leaves and breaks of staff under his direct supervision;
Assure the daily management of his team;
Participate in the recruitment of the positions under him;
Assure the repartition and coordination of work;
Deal with HR problem within his team and report problems to Log Manager and HR team;
Reporting
Send every Friday the updated Order follow-up to the Heads of Departments and the Program Managers;
Compile and analyse the Logistics reports and send them to the Logistics Manager on 5th of each month.
Writing of the Log Team meeting minutes
Logistics Document Filling
Reception of purchase files and control of the conformity to ACTED procurement procedures. Report any missing to the Logistics Manager
Physical filing of the procurement documents in the adequate place.
Scan every purchase files and save it on the server
Organize the archive room and insure security/cleanness of it;
Qualifications for the Logistics Officer Job
Bachelor degree in purchasing Supply Management or Chartered Institute of Purchasing and Supply (CIPS, UK) or higher national diploma in store, logistics management or equivalent.
At least 4 years relevant experience in procurement and logistics management in INGOs.
Computer literate and with excellent IT Knowledge.
Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
Strong people management and leadership skills;
Excellent communication skills.
Strong analytical and conceptual skills.
Experience in providing inputs to proposals and donor reports in procurement and logistics.Demonstrated experience in overall responsibility and accountability for the logistical management of an organization.
Ability to manage varied workloads, and deal constructively with stress and working long hours.
Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
Being conversant in Somali language will be considered an advantage.
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