Logistics Assistant at Save the Children

Team / Programme: Operations

Location: Turkana

Grade: 5

Post Type: National

Child Safeguarding: Level 3 – The responsibilities of this post may require the post holder to have regular contact with or with access to children and young people

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.

In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.

In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country.

In 2016, Save the Children established a new project office in Madagascar whose operations are managed by the Kenya CO. In total, we employ around 250 staff in both countries and had an operating annual budget in 2016 of approximately US$17.5million.

Scope of Role: The Logistics Assistant is required to provide assistance and support to the Logistics Officer in providing excellent service delivery to the programme in regards to procurement, fleet management, warehousing and asset management in line with Save the Children policies and SOPS.

Reports to Logistics Officer

Staff reporting to this role: None

Key Areas of Accountability:

a) Procurement

• Assist the Logistics Officer to ensure that programme purchases are made in a timely and transparent manner, that Save the Children procurement policies and procedures are followed at an optimal quality/price, and that all procurement procedures are properly implemented;
• With the guidance of the Logistics Officer, prepare the procurement plans in consultation with the programmes and operations teams
• Provide assistance in the annual prequalification exercise by compiling a list of applicants, inputting the technical aspects and short listing the successful applicants.
• Ensure that suppliers are managed professionally, impartially and with no appearance of impropriety.
• Assists in the procurement of routine and non routine procurements which includes but not limited to-:

1. Obtaining quotations in accordance to SCI procurement policy.
2. Assisting the Logistics Officer in compiling the comparative bid analysis.
3. With guidance from Logistics Officer, prepare the local purchase orders/service contracts and ensures the documents are approved as per scheme of delegation.

• Develop sound partnerships with suppliers, contractors and relevant government agencies.
• Update the procurement tracker on a continuous basis and send a report every Friday to the Logistics Officer.
• Compiles documentation required for payments and sends to finance for processing in a timely manner.

Transport and fleet

• Ensure vehicle fleet management complies with SCI standards through appropriate allocation and safe use of vehicles.
• Assist the Logistics Officer in processing car hire requests based on approved movement plans in the most cost effective and efficient manner as per the stipulated policies and any applicable regulations.
• Ensuring that the requested car hire services are provided satisfactorily.
• In conjunction with the driver compile the monthly reports on vehicle mileage, fuel consumption, repairs and maintenance and submit in a timely manner to the Logistics Officer.
• Support the driver in drafting movement plans and submit it to the Logistics Officer by Thursday morning on a weekly basis.

Asset Management

• Assist the Logistics Officer in maintaining the asset register including updating on acquisitions, maintenance management, transfers, valuations, current user, status and location.
• Plan and execute the asset verification on a quarterly basis and update the register. Report on any variances.
• Reports any damages or loss of equipment or assets in a timely manner.
• Ensure all assets are tagged accordingly.
• Execute the stock take quarterly.

Warehousing

• With the assistance of the Logistics Officer implement effective stock management and administration systems, thoroughly monitoring stock levels and advising on appropriate stocking and replenishment to meet project demands
• Ensure that the items in the warehouse are properly stored and all records are up to date.
• Ensure all incoming and outgoing stock is managed according to the warehousing and stock management standards as per SCI policies and regulations.
• Custodian of all logistic documentation. Ensure that all paper work is completed and filed correctly. These include GRNs, Stock release, waybills, bin cards, stock cards and distribution lists.
• Check and inspect goods received and ensure they are of accurate quantity, specifications and acceptable quality.
• Record any damaged, faulty/missing goods.
• Ensure that the warehouse is neat and clean at all times.
• Ensure the appropriate storage and physical condition of stocks according to their specific requirements
• Ensure all stock is released with stock release form and stock release approval.
• Ensure all goods are tracked by description, source of funds (SOF) code and project code.
• Comply with Save the Children policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

Qualifications and Experience

• A Bachelor’s degree in Procurement and Supplies management (CIPS) or relevant area
• Minimum 2 years relevant experience of logistics support, including procurement, warehousing and stock control, goods distribution, and transportation and vehicle fleet management in large international non-governmental organisation or other international relief/development body;
• Experience of setting up office equipment, including communications and particularly with HF/VHF/Codan radio systems, satellite phones and communications procedures;
• Ability to support the development of personal security and evacuation procedures;
• Track record of training, managing and developing staff in logistics and administrative systems;
• Excellent planning, coordination, and reporting skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities;
• Commitment to Save the Children’s Child Safeguarding and other global policies, and to Save the Children’s vision, mission and values.
• Understanding of child rights programming

Competencies:

• Has high-level communication skills’, including engaging and informative formal public speaking.
• Fluent in English and Kiswahili (both spoken and written).
• Able to work effectively in a multi-cultural environment.
• Sets high standards for quality and consistently achieves project goals.
• Maintains and extends an effective network of individuals within the organisation and with government and development partners
• Negotiates effectively by exploring a range of possibilities.
• Demonstrates and shares detailed technical knowledge and expertise.
• Proven ability to work as a team.

Skills and Behaviours (our Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency
• Working Effectively with others: Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives. Knows when to lead and when to follow and how to ensure effective cross- boundary working.
• Communicating with Impact: Communicates clearly and confidently with others to engage and Influence,
• Promotes dialogue and ensures timely and appropriate messages, building confidence and trust with others.
• Networking: Builds and uses sustainable relationships and networks to support the work of Save the Children.