Duties and Responsiblites
Assets & General Equipment (Inventory) Management
Read & Understand the DRC OH – Assets
Complete the assets module in dynamics
Update all DRC assets and general equipment registers in the FA Module by tracking, and tagging in line with DRC asset management policies working closely with the Regional IT Officer.
Be part of the analysis of vehicle and asset status and make recommendation for timely repairs and replacement
Implement reports from spot checks of warehouse and asset management to ensure implementation and documentation is up to date and produce review reports on areas where improvement is needed.
Carry out physical assets’ verification from office to office, cross reference and update in the asset register in dynamics
Carry out a physical inventory verification from room to room and update in an inventory list, clearly specifying location, custodian and the room location.
Carry out a complete physical verification in the RO office and expat staff houses for all DRC assets
Ensure all assets are tagged and tag number used as the main reference on the assets register
Identify and prepare a record for all assets and inventory separately that are due for disposal and produce a consolidated disposal list using DRC assets disposal template.
Liaise and work closely with the IT officer to ensure all IT assets are tagged and included in the assets list and/ or disposal list
Work closely with the Admin Team leader to ensure all GEs are properly tracked
Supply Chain Manager on the disposal process as necessary once items for disposal have been identified.Liaise with the Regional
Fleet Management
Managing fleet and ensure that it complies with DRC OH
Ensure fuel invoices are reconciled in accordance to the set time frames
Responsible for assigning vehicles to the programs department to facilitate their day to day work and ensure the vehicle movement board is updated on a daily basis
Ensure that vehicles have adequate fuel for the assigned movements and ensure that a good fuel monitoring tool is in place for usage
Monitor and ensure that all vehicles, including hired ones are serviced on time
Ensure Fleet performance reports (fuel consumption, maintenance, running costs etc.) is posted on the SharePoint for review every 5th day of the month
Prepare an insurance tracker and ensure timely renewal of insurance for RO vehicles
Assist the drivers correctly use log sheets to record details of all their movements.
Ensure drivers check vehicles every morning using the Vehicle checklist and compile weekly status report for review by RSCM
Ensure that all motorized assets (vehicles &, generators) are correctly operated and maintained accordance with donor requirements
Open and maintain a file for each vehicle separately with all relevant vehicle documentation as per vehicle file checklist
Ensure all vehicle operation policies and systems are up to date and enforced within RO operations.
Procurement
Assist with LVOs from time to time as requested by program staff
Raise payment requests for items already received for payment processing
Issuing tender documents to vendors on request after tender is announced
Assist in updating suppliers list and price lists and regularly checking on price validity for updates
Data entry on QEFs, scoring forms and sheets and other procurement forms as required.
Liaising with vendors for any discrepancies and/or wrong specifications on GRNs
Follow up on all approved orders, to ensure that they are supplied in time and requestors informed.
Liaising with vendors for invoices immediately after service is rendered for goods purchased
Enforce a zero-tolerance policy regarding corruption and contribute to ensuring complaints are recorded and reported appropriately, in line with the DRC Code of Conduct and Accountability Framework.
Supplier prequalification
Assist in the preparation of prequalified suppliers’ documentation, responding to supplier queries and printing the document on request of suppliers.
Assist in data entry for evaluation reports of suppliers and drafting of framework agreements
Sourcing up to date price lists/completed RFQs from suppliers
Ensure all paperwork filing is accurate, up to date, and in correct order so as to easily facilitate checks and audits.
Supply chain and Admin Support
Liaising closely with the Regional Supply Chain Manager, ensure processes and documents follow donor requirements regarding fleet, procurement, inventory, and asset management.
Read the OH related to all SC functions and complete all relevant Dynamics modules
Filing of procurement and logistics documents
Archiving of documentsOverall purpose of the role:
About you
In this position, you are expected to demonstrate DRC’s five core competencies:
Striving for excellence: You focus on reaching results while ensuring an efficient process.
Collaborating: You involve relevant parties and encourage feedback.
Taking the lead: You take ownership and initiative while aiming for innovation.
Communicating: You listen and speak effectively and honestly.
Demonstrating integrity: You act in line with our vision and values.
Qualifications and Experience
At least 2 years of related experience; (1) of which in managing assets and fleet
Hold a Bachelor’s degree in Supply Chain/Logistics/Business Administration or related.
CILT/ CIPS certification is an added advantage
Experience of similar services in reputable public organization/NGO
Excellent computer skills and ERP knowledge a plus
Fluent in communication and writing in English.
Computer skills for reporting, and communication
Conditions
Contract: 6 Months contract – Salary Kes.25,000 ;Other conditions offered in accordance with DRC’s Kenyan Terms of Internship Engagement.
Availability: 1st April 2022
Duty station: This position is based in Nairobi Regional Office
Reporting Line: Supply Chain Manager
Closing 4 April 2022
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