Logistics & Procurement Assistant at IsraAID

The Logistics and Procurement Assistant will provide procurement and logistics support to the organization of Projects. The Logistics and Procurement Assistant will be responsible for the day-to-day implementation of the procurement systems and procedures. He/she will work closely with the Logistics and Procurement Officer to ensure timely procurement and deliveries. The position will be based in Kakuma.

He/she Will report to the Logistics and Procurement Officer.

DUTIES AND RESPONSIBILITIES

Procurement

• Assist in the preparation of procurement documentation including Requests for Quotations (RFQs), bid evaluations, Purchase Requisitions and Local Purchase Orders (LPOs).
• Keeping up to date all procurement records and files in hard copy and in soft copy.
• Support in receiving and review of the Purchase Requests from the programme team in the absence of the procurement and Logistics officer.
• Ensure that purchases are properly authorized in accordance with the organisation policies and procedures.
• Assist the Logistics and Procurement Officer in tracking and expediting procurement processes as stipulated by the organization policy.
• Tracking status of requisitions, and orders and ensuring deliveries are done on time; and to report to the Logistics and Procurement officer, any issue such as variation on specifications, shortages, missed or late deliveries.
• Follow up on procured goods and services to ensure they are delivered in good condition, dispatched to the recipients in a timely manner, and delivery documents are saved appropriately.

 lnventory

• Ensure that the inventory system is always updated.
• Ensure items dispatched have been requested as per the organization standard templates
• Ensuring that all the goods received are recorded as per the organization standard templates and stored and handling as per procedures of safety, security accountability and transparency.

Logistics :

• Assist the Logistics and Procurement officer in fleet management whilst in the field.
• Liaising with the Logistics and Procurement Officer to ensure that, regular service schedules for vehicles, maintaining service schedule files and major repairs are done in a timely manner by a professional mechanic.
• Operate organization vehicles when designated drivers are unavailable due to leave or when assigned by Logistics & Procurement Officer.

Others:

• Assist in conducting due diligence verification of suppliers, including reference checks and on-site inspections of authorized and contracted service providers.
• Perform additional procurement and logistics responsibilities as assigned by the Logistics and Procurement Officer.

REQUIRED EXPERIENCE AND TECHNICAL COMPETENCIES:

• A Diploma in Supply Chain Management or Procurement Management.
• Minimum 1–2 years’ experience in a procurement or logistics support role, preferably in a humanitarian setting.
• A registered member of either KISM or CIPS.
• Computer skills including demonstrated hands on-experience with MS Office (MS Word, and MS Excel)
• Proficiency in both written and spoken English and Kiswahili
• Must have a valid driving license -Category B