Contract Type: Fixed
Duty Station: Samburu with regular travels to the field
Starting Date: July 2019
Position profile
Under the direct supervision of the Area Coordinator, the Logistics Officer ensures that s/he performs transparent and efficient logistics activities for ACTED programmes in Samburu, Kenya.
DUTIES AND RESPONSIBILITIES
Procurement Planning and Supply chain management
Procurement. Support the Senior Logistics Manager on the national management to:
Contribute to maintain the national supplier database up-to-date & to nourish it from existing contracts, as well as market surveys;
Contribute to improve the reliability of the order follow-up, and its dissemination amongst operational teams;
Support major procurement campaigns by providing offers pre-analysis, drafting documentation such as procurement memos & contracts if needed, deploying operational plans under the SLM supervision;
Support the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);
Review & strengthen the Monthly Procurement follow-up, under the SLM supervision, with logistics & program teams.
Stock Management
Support the periodic inventories, and clear stock discrepancies in a documented manner;
Support the efficient & exhaustive circulation, filing & archiving of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.);
Review & strengthen the Monthly Stock inventory report, under the SLM supervision, with logistics & program teams.
Fleet and Fuel Management
Support fleet reviews, and fleet prospects under the SLM supervision (market surveys, fleet analysis, etc.)
Support the implementation of user friendly tools for movements & maintenance planning;
Review & strengthen the Monthly Motorized asset report under the CLM supervision, with logistics teams.
Support the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).
Support logistics documentation
Make sure that filing as defined in ACTED manuals is part of the regular trainings to logistics staff;
Review past documentation in coordination & field offices when needed;
Ensure the regular documentation flow from field offices to the coordination office;
Asset management
Support assets review, and physical inventories;
Review & strengthen the Monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).
Communications & IT management
Support communication & IT reviews under the CLM supervision;
Review & strengthen the Monthly communication costs follow-up; investigate and support solving major over-costs;
Support the implementation of the IT plan: handle market surveys of maintenance services, internet connections opportunities, etc. under the CLM supervision;
Support the monthly data back-up (server, emails, etc.) as per replication standards;
Support the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)
Logistics TITANIC
Cross-check the overall consistency of all logistics TITANIC reports;
Cross-check real data with TITANIC reports under a random strategy, in particular during field visits;
Integrate internal & external audits recommendations into the monthly TITANIC review, as well as regular reviews.
Requested profile
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 5 years relevant experience in procurement and logistics management in INGOs.
High level of integrity, commitment and professional responsibility
Excellent communication, organization and presentation skills.
Computer literate and with excellent IT Knowledge.
Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
Ability to work efficiently under pressure
Ability to work in an unstable security environment moving
Ability to work independently and creatively about the land and capital
Knowledge of local language and/or regional experience an asset
Fluent in oral and written English
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