Logistics Assistant at Action Against Hunger International

Summary of position

The Logistics Assistant will perform a wide range of office support activities (local procurement, stores and inventory management) at the Regional Office to facilitate the efficient operations at the Nairobi Office.

The Logistics Assistant:

• Purpose: Manage local procurement, inventory and stores management, compound /facilities management as well as providing support logistics units by performing varied responsible office support functions as per laid down procedures.
• Engagement: Interact with staff within the Action Against Hunger staff, adapt to the needs and expectations of services in Logistics.
• Delivery: Apply skills to support staff and develop working knowledge that will ensure effective and quality day-to-day operations of the Office, add value to the organization and promote a sense of pride, purpose and belonging.

Essential job functions

Objective 1: Procurement

• Obtain quotations when necessary and perform negotiations with suppliers for better prices and conditions.
• Contribute to maintaining the local supplier database up-to-date & to nourish it from existing contracts, as well as market surveys.
• Contribute to improving the reliability of the order follow-up, and its dissemination amongst operational teams.
• Apply the value for money principle throughout the procurement process by implementing sound suppliers/service providers/contractors offers comparison, physical quality check, search for the best prices, etc.
• Support the efficient & exhaustive circulation, filing & archiving of procurement documentation
• Review & strengthen the Monthly Procurement follow-up, under the supervision of the Regional Supply Chain Officer.

Objective 2: Support on Stock & Inventory Management:

• Be familiar with all stock procedures as well as administrative procedures.
• Support the organization of the stock, based on technical requirements or storage norms.
• Support issuing full documentation of all in and out movements of the goods/commodities (stock in reception forms and waybills).
• Prevent non-authorized in/out of items/commodities from the store.
• Support regular inventory of the stock.
• Support the periodic inventories and clear stock discrepancies in a documented manner;
• Support assets review, and physical inventories;
• Support the efficient & exhaustive circulation, filing & archiving of asset documentation

Objective 3: General Services Support (Fleet management, Energy, Facilities management)

• Supervise and Implement Building Maintenance Repair Maintenance.
• Ensure that the HEARO office has the proper and safe electrical network. Support energy/ICT Technical team on regular energy system checks.
• Ensures all Utilities are managed on monthly basis and Paid on time
• Manage the transport/ Movement plan on a weekly basis
• Checks the vehicle on regular basis to ensure the functionality and availability of tools.
• Ensures that Log books are filled correctly, Prepares Consumption report.
• Archives Driver Files and Vehicles files, keep them updated upon Addition / Modification

Objective 4: Reporting and Analysis

• Compile & consolidate Procurement reports and share with the Logistics Specialist.
• Prepare monthly Inventory/Equipment/Fleet management/Energy-generator reports

General

• Perform any related duties as assigned by the supervisor.

During the internship period, you are expected to demonstrate Action Against Hunger-USA’s five core values:

• Respect- we work with compassion and dedication, treating everyone the same way we expect them to treat us.
• Integrity-: we believe that being honest and fair is integral to every aspect of our work. Conducting our work with a spirit of sincerity, truthfulness and transparency is imperative.
• Creativity-we encourage new ideas, embrace innovative solutions, and create opportunities for meaningful and exciting ways to do our jobs and provide solutions to address the needs of the populations we serve.
• Excellence- we strive to provide services that meet and even exceed the expectations of our stakeholders (populations in need, staff, communities and donors).
• Empowerment- we are committed to fostering an environment in which our staff, partners and communities where we work have the space to grow, develop and feel confident about participating.

Gender Equality commitments

• Foster an environment that supports values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance
• Respect beneficiaries’ women, men, boys and girls regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age or marital status, Value and respect all cultures.

Requirements

• Degree in Business Administration or any other related field of study from a recognized university.
• 1-year Experience in a similar role, preferably in an International Non-Government Organization

Required Skills & Competencies

• Excellent interpersonal and communication (verbal and written) skills
• Ability to provide or recommend solutions to problems
• Flexible to assume additional responsibilities; proactive approach to work and able to work with minimum supervision
• Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and in different departments
• Ability to work and contribute positively in a team
• Excellent Computer skills in MS Office Suite