Procurement and Logistics Assistant at Finn Church Aid (FCA)

Primary Purpose

Support the Procurement and Logistics function of FCA Kenya Office

KEY ROLES

PROCUREMENT

• Receives and reviews delivery documents submitted by the Administration Assistant following receipt of deliveries and forwards to the procurement desk.
• Maintain efficient filing system – Support filing of procurement files and all related documentation into the procurement database in the department.
• Provide support in managing Inventory & Stock Management.
• Assist in the verification of procurement materials and deliveries according to project needs.
• Maintain schedule of purchases that need distribution lists
• Follow up on distribution lists for items procured with the field offices and filling them.
• Assist in compiling of vendors documentation for payments (Invoices, delivery notes, GRNs etc.).
• Provide support in completing paperwork and documentation.
• Provide a monthly checklist on open commitments and follow up with relevant colleagues for the timely closure of all the PRs and POs
• Any other duty assigned by the Procurement Officer.

LOGISTICS

• Responsible for monitoring material transported and delivered for timeliness and legality
• Assist in loading/unloading, sorting, and stocking, and packaging merchandise and orders.
• Perform checks on project vehicles and mileage tracking.
• Responsible for the review, verification, and reconciliation of shipping documents such as waybills
• Carry out clerical work, including typing, proofreading, and editing documents, correspondence, and reports for the logistics department or assigned
• Responsible for preparing dispatch documents such as Good received note, Packing Lists, and Material Receivers, etc., for ongoing shipments and projects
• Carry out stock counting and reconciliation and generate monthly reports.
• Responsible for organizing the storage and distribution of goods. You will ensure that the right products are delivered to the right location on time. You may also be involved in transportation, stock control, warehousing and monitoring the flow of goods.
• Assist in the planning of warehouses and distribution centers for efficiency in both operations and capacity.
• Assist in organizing transportation activities, including storage of goods, managing information accrued from point of origin to delivery, orchestrating transportation movements, and arranging for services as necessary.
• Any other duty assigned by the Procurement Officer.

Qualifications and Experience

Education and Experience

• Bachelor’s degree, in Purchasing and Supply management, Logistics or Business Administration or related field from an accredited academic institution with two years of relevant professional experience or,
• Diploma from an accredited academic institution with three years of professional experience.
• Knowledge in using office equipment
• Excellent knowledge in Microsoft Windows.

Skills

• Excellent communication and negotiation skills.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Ability to pay close attention to details, take initiative and work with minimal supervision.
• In-depth knowledge of procurement best practices.
• Excellent communication and negotiation skills.
• Ability to present clear and concise information.
• Ability to handle confidential matters.
• Clear analytical skills.
• Languages: Fluency in English and Kiswahili both written and spoken is required.