Job descriptions:
Management of Procurements and supplies
- Update price lists and vendor databases preparation
- Control COOPI’s purchase procedures
- Verify and process quote requests and Internal request notes
- Assisting the Logistics Officer in the request of quotations
- Assisting the Logistics Officer in the processing of local purchase orders.
- Assisting the Logistics Officer in the making sure that the suppliers deliver the ordered materials.
- Assisting the Logistics Officer in the packing of materials and subsequent onward to Somalia via ECHO flights/commercial flights/trucks.
- Implement purchases, monitoring adherence to validation regulations and procedures
- Negotiate prices, deadlines and methods of delivery
- Ensure that relationships with suppliers are monitored
Management of vehicle fleet
- Assist in the planning and execution of maintenance and repair work on COOPI’s vehicles
- Draw up the vehicle movement schedule
- Ensure that a complete breakdown kit is available on board all vehicles
- Ensure that car Logbooks have updates on mileage, fuel and service records.
- Prevent misappropriation of petrol and spare parts
- Providing insurance and road licences to the vehicles.
Management and monitoring of IT equipment/telecommunications
- Ensure update of antivirus software on all COOPI computers
- Provide teams with adequate means for data backup
- Ensure the maintenance and correct use of IT equipment
- Assist in installing and securing materials
- Assist in monitoring and maintaining materials
- Organize training sessions in the use of means of communication
Management of supplies
- Supervise the maintenance and securing of warehouses
- Support the logistics officer in carrying out stock checks and physical inventories
- Purchasing and management of office equipment/stationary.
- Photocopying and filing of logistics documents.
Immigration and Custom
- Assisting the Logistics Officer in the process of follow up on visa for expatriate staff in Somalia and South Sudan and keeping updated records on their dates of issue and expiry dates.
- Assisting the Logistics Officer in the process of obtaining the work permit for the expatriates working in Kenya
- Assisting the Logistics Officer in the process of obtaining re-entry passes in time for expatriate staff working in Somalia and South Sudan.
- Assisting the Logistics Officer in the preparation of custom documents for cargo leaving to Somalia and South Sudan
Travel and appointments
- Assisting the Logistics Officer in the process of making Flight bookings for cargo on EC/ECHO flights and commercial flights informing the Coordination Unit
- Transportation of COOPI staff for official purposes according to bookings entered in the diary (in case of not availability of other drivers).
- Delivery and withdrawal of envelopes within Nairobi (in case of not availability of other drivers).
Qualifications
- 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 2 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;
- Experience and willingness to travel to Somalia
- Excellent communication skills.
- Demonstrated experience in logistics and or financial administration.
- Ability to manage varied workloads, and 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.
- Fluent in Somali language, fluency in written and spoken English an advantage
Personal Qualities
- Excellent communication skills when dealing with suppliers, staff and management.
- Innovative and has an initiative mind that is self -motivated
- Good planning, organizational and time management skills
- Strong customer service orientation with very good communication and interpersonal skills
- Ethical conduct and ability to maintain confidentiality
- Proactive, resourceful, solutions-oriented and results-oriented
- Ability to work with minimal supervision
Gmail
Yahoomail