Logistics Officer at Concern Worldwide

Main Duties and Responsibilities

Logistics Support & Stores Management

• Ensure efficient and timely operations support for programme implementation
• Submitting monthly Stock Reconciliation and Transport Reports
• Maintaining an updated inventory register for Turkana office
• Staff movement planning, scheduling vehicle servicing, maintenance & repairs
• Ensuring that Turkana Fixed Asset Register is up to date

Vehicle Rental

• Submitting Supplies Requests to Nairobi for vehicle hire, adhering to the procurement timelines and supported by movement plans
• Inspecting vehicles, where possible, before they are engaged
• Ensuring all approved POs are issued to respective suppliers for all vehicle hires and ensure proper tracking of PO utilization to eliminate over expenditure.
• Following through with suppliers for timely submission of invoices and log sheets and review for accuracy and completeness
• Updating PO tracker for vehicle hires

Administration Management

• Liaise with landlord for proper running and maintenance of the office premises and timely submission of rent invoices.
• Organize transport and accommodation for visitors to Turkana
• Ensure adequate supply and proper utilisation of office consumables
• Assisting with document reproduction e.g. photocopying, scanning and sending programme support documents to Nairobi via courier.
• Schedule repairs and maintenance for equipment and generator, as needed
• Responsible for health & safety procedures for all offices, including replenishment of first aid kits and servicing of fire extinguishers
• Ensure all paperwork filing is complete, accurate, up to date and in correct order.
• Procurement & Distribution Management
• Responsible for any procurements carried out in Lodwar e.g. stationery, water supply, office consumables etc
• Process Supplies Requests (SRs) ensuring they are authorised correctly by budget holders and in adherence to donor specific rules.
• Liaise with suppliers and ensure timely delivery of services and supplies locally including receiving and documenting all deliveries and sending invoices to Nairobi.
• Issue tender documents to requestors when a tender is announced and recording the same upon receipt.
• Ensure all distributions to program participants are well documented, distribution documents properly filed and originals sent to Nairobi

Financial Management

• Assist finance with implementation of finance payment procedures
• Follow up with outstanding floats from field staff
• Review the completeness of payments requests sent to finance for payment
• Keep a log of payments made using scanned copies and make sure the original documentations are sent to Nairobi for filing
• Assisting finance with physical follow-up of VAT refunds, where needed
• Ensuring compliance with security Standard Operating Procedures for safety of premises and vehicles
• Safety & security incident reporting

Security Management

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Take all possible measure to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

• A degree in Logistics, Procurement, Supply Chain Management or related field
• Professional certification in procurement and logistics or supply chain management
• Relevant experience in procurement and logistics management
• At least three (3) years’ experience working with an NGO or UN Agency in a similar role
• Experience in emergency response and in setting up emergency logistics operations
• Proficiency with computer programmes eg excel, word, powerpoint etc
• Good interpersonal, organization and communication skills