Logistic Officer at Action Against Hunger International

Job Summary

• The Logistics Officer is a logistics support staff, supporting the HOD Logistics and Field Coordinator in daily operations in support of the Mandera Base Office, programs and activities.

Purpose:

• Under the direct supervision of the Field Coordinator, 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 Mandera 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 analyze 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

Supervisory Responsibilities

• Driver

Fiscal Responsibility

The incumbent will ensure that all procurement documents referring to a specific procurement relate to each other. i.e.

• All invoices received correspond to Deliveries received
• All supporting documentation e.g. work sheets, attendance sheets, etc., must relate to the invoices received
• Ensure all supporting documentations are approved by relevant personnel before payment
• Ensure all work related travels are accurately accounted for.

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with interruptions.
• To travel to the field, the employee must attest to a level of physical fitness capable of enduring physically difficult, highly stressful situations, which may include the necessity to walk long distances, to eat a limited diet and/or to reside in potentially uncomfortable housing or tents.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required by contact with the missions, mission security, or other obligations.
• Must be able to travel as required for standard domestic and international business travel as well as to the missions if appropriate. While visiting the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.

Gender Equality Commitments & Zero Tolerance to Abuse

• Foster an environment that reinforces values of people of all genders equal access to information.
• Provide a work environment where people of all genders must be evaluated and promoted based on their skills and performance.
• Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.
• Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures.

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.