Job Summary
- The Logistics Officer is a logistics support staff, supporting the HOD Logistics and Deputy Field Coordinator (DFC) in daily operations in support of the Baringo Base Office, programs and activities.
Purpose:
- Under the direct supervision of the DFC, 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 Baringo 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 analyse 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
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.
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Objective 1: MANAGEMENT OF THE FINANCES OF THE BASE -60%
Activities under this objective include:
Activity 1 : General Finance :
- Responsible for finance at base level,
- To ensure proper implementation of Action Against Hunger’s financial rules and procedures.
- Responsible for the financial authorization of the expenses done on the base in compliance with financial procedures and monthly cash forecast
- Record all working advances in the advance book and follow up on their clearance by staff on a timely basis.
- To ensure that each cash & bank transaction is justified by an appropriate invoice/receipt, and to ensure the quality of receipts (name, patent no., stamp, description, date, amount, etc.)
- Responsible for proper & regular filing of all finance documents at the base
Activity 2 : Budget Management
- Where required and in consultation with the Field Coordinator- Tana river, provide inputs to budget proposal design and procurement plan design.
- Check availability of funds for all activities and expenses- validate the procurement requests and SPOs
- Hold monthly Budget Follow Up(BFU) meetings at base level and communicate feedback to Nairobi Finance office
- Ensure that correct budget lines are used for each activity & expenses- link to PFU and BFU
Activity 3 : Cash & Bank Management :
- To ensure respect of Action Against Hunger’s finance procedures and Cash Management Policy at the base level.
- Monthly cash and Bank reconciliation
- Ensure safekeeping of Action Against Hunger funds and assets
- Make cash count at least once a week and also at the end of each month (in writing)
- Consolidate the base cash forecasts. Ensure liquidity at base level- sending balances to Nairobi, follow up on transfers to bases
- Ensure base expenditures are in line with the approved cash forecast, analyze discrepancy between actual expenditures and cash forecast
Activity 4 : Sylogist :
- Record all transactions in the Sylogist cashbook in full respect of internal rules. This cashbook & bank book must be updated on a daily basis to be able to verify the physical bank & cash balance at any time.
- Ensure that correct budget lines are used for each activity & expenses- link to PFU and BFU
- Accountable for the Sylogist monthly closing: check all books and transmit all documents before the 4nd of the following month to Nairobi finance team.
Objective 2: MANAGEMENT OF THE HUMAN RESOURCES AT THE BASE -40%
Activities under this objective include:
Activity 1 : Administration of Employment practices
- To ensure the implementation of the staff regulation in the base,
- To ensure the proper communication within the base concerning administrative issues,
- To implement all HR procedures, projects and initiatives in the base and to propose to the Head of Base on new procedures where required,
- To maintain an accurate staff database of the staff in Tana river, management of leave to include leave plans and leave follow up
- To ensure the Payroll Alteration Forms are remitted to Nairobi HR on the 15th of every month for payroll processing.
- Responsible for all HR filing in the base to include recruitment files, personnel files etc.
Activity 2: Employee Resourcing (HR Planning, Recruitment& Selection, Induction& Orientation in collaboration with the Head of Base, participate in the recruitment and selection process at the field level to include preparing JD’s, job adverts, receiving and sorting applications, preparing interview materials, interview schedules, contact candidates for interviews and help set up for interviews.
- Working closely with the HR Manager, prepare recruitment documentation to include the recruitment matrix and conducting reference checks to assist the Head of Base in the orientation and induction of new staff at the base. This includes, preparing an induction schedule for new staff, collecting all documents from new employees as per the employee personnel checklist and opening employee personnel files for all new employees as well as assisting in conducting comprehensive HR induction at base level.
- In consultation with the Head of Base, advise on staffing needs including need for new hire and/or reduction.
Activity 3 : Employee Relations
- Responsible for staff welfare at the base level to include but not limited to staff meetings, medical, contributions etc.
- To ensure that each disciplinary action is justified, compliant to the law and staff regulation, and validated by the Head of Base in conjunction with HR Nairobi.
- To prepare for the base all proposition regarding changes in the HR policy, i.e. food baskets, organization chart, comments on the salary grading structure and to be communicated to the Head of Base who will liaise with other coordination
- Be a change champion for HR initiatives and projects at the base level
- Working closely with the Head of Base, assist in the implementation of HR projects and initiatives at the base level
Required Education:
- Degree in business related Field: Finance/Accounting.
- Professional qualification of CPA will be added advantage
- Basic knowledge of and interpretation of the Kenyan labour laws
Preferred Skills/Competencies:
- Excellent analytical and writing skills.
- Problem Solver.
- Compatibility for both independent and team work.
- Persuasive and confident communicator, able to deal with senior colleagues throughout the organization.
- Persistence and assertiveness combined with tact and diplomacy
- 3 -5 years’ experience in busy organization or Nonprofit organization
- Demonstrated flexibility and or adaptability.
- Excellent organizational and planning skills
- Good writing skills.
- Good management and representation skills.
- Good interpersonal skills
- Strong leadership skills
- Ability to work in a high pressured environment
Reporting responsibilities
- Base Treasury and Cash Count,
- Monthly accountancy and supporting documentation
- HR monthly reports
- Payroll Alteration forms
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