Logistics Officer at ACTED

Position profile

Under the overall guidance and supervision of the Logistics Manager, the Capital Logistics Officer ensures that s/he performs transparent and efficient logistics activities for ACTED programmes in Kenya and Somalia.

Specific Duties and responsibilities

Objective 1: Management of the Capital level Procurement & field procurement

• In accordance to ACTED’s procurement procedures, be responsible for the procurement process of all items or services purchased on the Capital level upto the level (Scenario) agreed with the Logistics Manager
• Receiving orders from the various departments, signing them and updating in the order follow up.
• Responsible for signing all procurement memo for Capital level procurement;
• Responsible to setting up the correct procurement procedure for each purchase;
• Contact requesters to ensure correct specifications of each items ordered, in order to avoid non-matching procurement;
• Ensure procurement of goods and services is always done following the value for money principle;
• Accountable for Compliance with respects to all capital procurements;
• Establish the monthly purchase forecast, gathering all purchase that will be done on capital level, and send it to the Country logistics Manger.
• Accountable for the reception of all items delivered or in transit to the Capital office;
• Accountable for quantity and quality check of all goods received on the Capital level;
• Ensure the information flow between the different Stakeholders in the supply chain;
• Responsible for transmission to finance all procurement files for payment
• Responsible for filling the logistics and compliance procurement file;

Objective 2: Stock management and procurement follow-up tools update

• Develop, update and supervise the Order follow-up;
• Develop, update and supervise the supplier data base;
• Develop and update the price data base;
• Supervise the IN and OUT processes
• Supervise the filing of all processed documents, according to FLAT procedures;
• Responsible for compliance with the stock management procedures;

Objective 3: Office/infrastructure management

• Responsible for the Nairobi base various works
• Accountable for office/guesthouse bills payment i.e. electricity, water bills and internet for guest house/office
• Accountable for setting up and receiving requests for house/office maintenance and assure the effective treatment;
• Accountable for the maintenance and reparation of guesthouses, offices and warehouses
• Responsible for lease agreement preparation and amendments;
• Objective 4: Supervision of staff
• Direct supervisor of the Logistics Assistants, House keepers and gardener
• Assure that security and safety rules are respected by the staff under his direct supervision;
• Replace the missing staff and predict supplementary staff needs according to HR procedures;
• Assure evaluation and contribute to the development of competencies of the staff under his direct supervision;
• Validate leaves and breaks of staff under his direct supervision;
• Assure the daily management of his team;
• Participate in the recruitment of the positions under him;
• Assure the repartition and coordination of work;
• Deal with HR problem within his team and report problems to Log Manager and HR team;

Objective 5: Reporting

• Send every Friday the updated Order follow-up to the Heads of Departments and the Program Managers;
• Compile and analyse the Logistics reports and send them to the Logistics Manager on 5th of each month.
• Writing of the Log Team meeting minutes

Objective 6: Logistics Document Filling

• Reception of purchase files and control of the conformity to ACTED procurement procedures. Report any missing to the Logistics Manager
• Physical filing of the procurement documents in the adequate place.
• Scan every purchase files and save it on the server
• Organize the archive room and insure security/cleanness of it;

Required Profile

• Bachelor degree in purchasing Supply Management or Chartered Institute of Purchasing and Supply (CIPS, UK) or higher national diploma in store, logistics management or equivalent.
• At least 4 years relevant experience in procurement and logistics management in INGOs.
• Computer literate and with excellent IT Knowledge.
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
• Strong people management and leadership skills;
• · Excellent communication skills.
• · Strong analytical and conceptual skills.
• · Experience in providing inputs to proposals and donor reports in procurement and logistics.
• · Demonstrated experience in overall responsibility and accountability for the logistical management of an organization.
• · Ability to work under pressure,deal constructively with stress and working long hours.
• · Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.

· Being conversant in Somali language will be considered an advantage.