Logistics Officer at ACTED

Contract Type: Fixed

Duty Station: Samburu with regular travels to the field

Starting Date: July 2019

Position profile

Under the direct supervision of the Area Coordinator, the Logistics Officer ensures that s/he performs transparent and efficient logistics activities for ACTED programmes in Samburu, Kenya.

DUTIES AND RESPONSIBILITIES

• Procurement Planning and Supply chain management
  • Procurement. Support the Senior Logistics Manager on the national management to:
  • Contribute to maintain the national supplier database up-to-date & to nourish it from existing contracts, as well as market surveys;
  • Contribute to improve the reliability of the order follow-up, and its dissemination amongst operational teams;
  • Support major procurement campaigns by providing offers pre-analysis, drafting documentation such as procurement memos & contracts if needed, deploying operational plans under the SLM supervision;
  • Support the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);
  • Review & strengthen the Monthly Procurement follow-up, under the SLM supervision, with logistics & program teams.
• Stock Management
  • Support the periodic inventories, and clear stock discrepancies in a documented manner;
  • Support the efficient & exhaustive circulation, filing & archiving of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.);
  • Review & strengthen the Monthly Stock inventory report, under the SLM supervision, with logistics & program teams.
• Fleet and Fuel Management
  • Support fleet reviews, and fleet prospects under the SLM supervision (market surveys, fleet analysis, etc.)
  • Support the implementation of user friendly tools for movements & maintenance planning;
  • Review & strengthen the Monthly Motorized asset report under the CLM supervision, with logistics teams.
  • Support the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).
• Support logistics documentation
  • Make sure that filing as defined in ACTED manuals is part of the regular trainings to logistics staff;
  • Review past documentation in coordination & field offices when needed;
  • Ensure the regular documentation flow from field offices to the coordination office;
• Asset management
  • Support assets review, and physical inventories;
  • Review & strengthen the Monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
  • Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).
• Communications & IT management
  • Support communication & IT reviews under the CLM supervision;
  • Review & strengthen the Monthly communication costs follow-up; investigate and support solving major over-costs;
  • Support the implementation of the IT plan: handle market surveys of maintenance services, internet connections opportunities, etc. under the CLM supervision;
  • Support the monthly data back-up (server, emails, etc.) as per replication standards;
  • Support the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)
• Logistics TITANIC
  • Cross-check the overall consistency of all logistics TITANIC reports;
  • Cross-check real data with TITANIC reports under a random strategy, in particular during field visits;
  • Integrate internal & external audits recommendations into the monthly TITANIC review, as well as regular reviews.

Requested 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 5 years relevant experience in procurement and logistics management in INGOs.
• High level of integrity, commitment and professional responsibility
• Excellent communication, organization and presentation skills.
• Computer literate and with excellent IT Knowledge.
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
• Ability to work efficiently under pressure
• Ability to work in an unstable security environment moving
• Ability to work independently and creatively about the land and capital
• Knowledge of local language and/or regional experience an asset
• Fluent in oral and written English