Area Procurement & Logistics (ProLog) Officer at DanChurchAid (DCA)

The Area Prolog Officer is a key member of DCA’s Turkana team. The Area ProLog Officer will supervise and provide support to the Kakuma-based ProLog Assistant, with technical support from the Country Office (CO) ProLog Officer based in Nairobi. 

Key responsibilities:

Procurement

• Ensure implementing partners and DCA staff in Turkana comply with DCA and donor procurement guidelines and policies.
• Ensure that DCA and implementing partners in Turkana have up-to-date procurement plans, revised quarterly.
• Maintain an accurate and up-to-date procurement tracker for the DCA-led projects in Turkana
• Launch, assess and ensure that tenders are awarded in a fair and open manner adhering to DCA and donor  procurement guidelines and polices. .
• Ensure that goods, services and works procured are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).
• Inspect and ensure the quality of received goods, engaging technical experts where necessary. After receipt, ensure dispatch in an efficient and accountable manner.
• Review DCA and partner procurement documentation for completeness and accuracy, providing timely feedback to partners, finance, programmes and administration when required.
• Prepare, maintain and file all documents related to Operations for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically.
• Periodically conduct supplier performance evaluation of the services provided and include observations, challenges and suggested solutions in the report for future use/improvement of logistics related practices.
• Negotiate pricing and supply contracts for better deals
• Ensure quick, efficient and supportive services for projects is provided with communication/feedback regarding difficulties and concerns.
• Provide technical support and supervision to the Area ProLog Assistant

Logistics

• Provide the required logistics support for project-related logistics.
• Ensure that all DCA vehicles and motorcycles are in an optimal operating condition and monitor performance standards of selected garages to ensure value for money repairs
• Ensure that DCA fleet is handled within DCA policies and that a comprehensive monthly fleet report is produced with an analysis of fuel consumption and general maintenance to ensure cost effectives of operations. Review and submit monthly fuel and repair cost reports with analysis that guides management decision-making.
• Ensure regular physical inventory checks are done of all assets and equipment, that appropriate storage conditions exist, and security of such items is ensured.
• Ensure the maintenance, management and functionality of all office equipment and assets including communication and IT items.
• Support the disposal of assets for DCA to ensure that proper procedures are followed and that disposals are conducted in a timely and transparent manner.
• Maintain and organise complete and accurate documentation and filing systems for all files (e-filing)
• Liaise with the CO ProLog Officer to arrange the required IT support services for DCA Turkana-based staff. 
• Support budget planning of programs and project proposals with regard to logistics requirements.

Partner support

• Participate in ProLog assessments of new partners, and periodic re-assessments of existing partners in Turkana.
• Support partners with procurement processes when requested to do or when required according to the value of the procurement.
• Train and provide ongoing support to partners in project-related procurement processes, ensuring compliance with the relevant DCA and donor guidelines.
• Undertake partner support visits and spot checks on a regular basis to follow up on the quality of ProLog procedures.

Security

• Support the Area Programme Manager and the CO ProLog Officer (Safety & Security Focal Point) to: 
• implement and updating logistics aspects of the area security plan to ensure resources and facilities are always ready for prevention/response and for either hibernation or evacuation.
• Monitor the security situation in DCA areas of operations and undertake risks assessments.
• Ensure the area security risk assessment and SoPs are updated and followed by staff.

General

• Implement systems to improve transparency, ensuring adequate anti-fraud procedures are in place.
• Support the CO ProLog Officer in the implementation of the CO ‘Green Procurement Plan’. 
• Any other task assigned by supervisor.

Required Education and Experience

• Bachelor’s degree in Logistics, Supply Chain Management, or any related field. Equivalent relevant professional experience is also accepted. 
• Minimum of four years professional experience in logistics, supply chain management, contract management, procurement or other relevant experience. 
• Possess a professional qualification in Purchasing and Supply Chain Management and a registered member of the CIPS/KISM as an added advantage.
• Experience supporting team members and partners, and confident in doing so in a proactive and positive way. Proven experience with training and mentoring.
• Prior experience working with (I)NGOs and international donors such as Danida, the EU, DG ECHO.  
• Excellent communication, interpersonal and team skills. Should have a good sense of humour.
• Good IT skills, including MS Office, Teams and procurement software systems (DCA uses ADMIND)
• Fluency in written and spoken English.
• Proven capacity to prioritize tasks, plan and organize your own efforts to meet objectives and deadlines.
• Strong analytical skills