Procurement & Logistics Officer at Catholic Medical Mission Board’s (CMMB)

The Position: Reporting to the Senior Manager – Finance & Administration, the Procurement & Logistics Officer will provide logistical, procurement and administrative leadership and hands-on support to CMMB related to formulation, planning, budgeting, implementation, monitoring, compliance, reporting and closeout activities for program and office operations.
 

Responsibilities 

• Responsible for ensuring full implementation of CMMB’s logistics, procurement and administrative policies and procedures, and related donor compliance requirements.
• Support the effective and efficient planning and processing of all logistics, procurement and administrative activities and transactions for grants and office operations in line with stated policies and procedures, delegation of approval authorities and existing software systems, related to:

1. formulation, planning, budgeting, implementation and closeout activities
2. monitoring, compliance and reporting activities
3. competitive bidding and vendor selection
4. review of, guidance on and central repository for all leases and contracts
5. preparation of requisition requests and purchase orders in line with approval authorities and availability of funds
6. customs clearance, warehousing, delivery, maintenance scheduling, consumption trends analysis and inventory monitoring
7. identify, mitigate on risks such as pilferage, obsolesce, etc and report
8. secure all appropriate insurance coverages

• Direct the timely compilation of information and preparation of related analyses and briefs for use by senior management for decision making purposes, with an emphasis on meeting monthly, quarterly, and annual planning, budget forecasting and compliance reporting requirements
• Troubleshoot systemic logistics, procurement and administrative weaknesses at health facilities, project sites and in the Nairobi Office, and propose corrective action
• Safeguard all physical assets, and ensure all documents are securely filed
• Manage the organization’s fleet and ensure field fleet security by making necessary security arrangements or coordinating any evacuation that may be needed.
• Administer all office activities effectively and efficiently, including reception, transport arrangements and routine logistical support
• Support partner and annual audit preparations
• Ensure safety and security of CMMB premises and assets.
• Occasionally visit field offices to audit procurement and logistic processes as well as provide guidance as required including cost allocations for mileages.
• Supervise the Administrative Assistant, monitor performance and identify training needs
• Assist in program reviews and project formulation activities, and perform miscellaneous duties as directed by the Director of Finance & Administration
• Be accountable for the integrity, efficiency and effectiveness of CMMB’s procurement processes and systems.

Qualifications and Experience:

• In Supplies, Logistics or any relevant Business Degree
• Post graduate qualifications in Supplies Management
• Member of Kenya Institute of Supplies Management (KISM) or Chartered Institute of Purchasing and supplies (CIPS).
• At least 5 years of experience in the supplies and logistics management preferable in an International NGO.
• Knowledge of best practice procurement practices
• Competence in procurement planning
• Ability to coordinate the work of others, work under pressure on tight and different deadlines and handle multiple concurrent projects/activities.
• Ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Good negotiation and communication skills
• High level of integrity
• Keenness and accuracy.