Job Summary
- The Logistics Officer is a logistics support staff, supporting
the HOD Logistics and Field Coordinator (FC) in daily operations in
support of the Tana River Base Office, programs and activities.
Purpose:
- Under the direct supervision of the FC, 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 Tana River 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.
Supervisory Responsibilities
- Drivers
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.
How To Apply
