Logistics Assistant at Helen Keller International

Overall Responsibility:

The overall purpose of this role is to support proper management of Helen Keller INTL supply chain functional activities. The Logistics Assistant will support effective management of procurement, Logistics, assets and organizational inventory.

Specific Duties and Responsibilities

Warehousing and Inventory Management

• Coordinate the receipt, storage and dispatch of program materials to the counties/field bases and keep accurate records for all supplies
• Ensure proper use of standard documents in receipt, dispatch, and inventory control
• Receives and Issues inventory/materials and track consumption of office supplies inventory log book/card
• Liaise with sub office teams and program staff to track supplies dispatched to the field and reconcile deliverables for project supplies
• Ensure periodic physical count for both Assets and inventory as per Helen Keller INTL policies
• Responsible for the review, verification, and reconciliation of shipping documents

Assets Management

• Ensure proper whole life asset management for Helen Keller INTL assets and update the asset system.
• Manage the asset register, assign asset to staff, monitor and document change in custodians and locations
• Plan the execution of physical asset count as per Helen Keller INTL policy
• Support in asset disposal process

Procurement

• Support the procurement of supplies and services
• Ensure the proper filing of procurement documents
• Present complete procurement documents for payment processing
• Collate periodic logistics reports and as required
• Prepare and draft Tender documents, according to the Procurement Scenario and as requested by the line manager.
• Perform any other duties as assigned from time to time, to ensure proper management of program operations.

Logistics and reporting

• Assist with facilities bookings, including air bookings, motor vehicles, and hotel services (accommodations and conferences), and facilitate payment for the services offered
• Assist in the management of Helen Keller INTL fleet, Prepare and check all documentation related for fleet management (fuel slips, logbook,), and assist in vehicle movement and scheduling drivers
• Assist them in consolidating periodic logistics reports as required.

Compound Management

• Support the management of Nairobi office compound and utilities
• Follow up on maintenance needs for the buildings.

Qualifications

• Bachelor’s degree in Supply chain management/ logistics, Business administration or related.
• Prior experience in Logistics, Procurement, warehousing, or Supply Chain Management.
• Knowledge and experience of the humanitarian sector would be an asset.
• Strong numeric skills and attention to detail and quality
• Minimum of three years’ experience in a similar position preferably in International NGO
• Knowledge of computer applications such as Microsoft Office Suite.
• Membership to professional bodies, KISM or CIPS is an advantage

Required Skills and competencies

• Ability to work independently and take initiative
• Excellent communication, interpersonal and organizational skills
• Ability to work in a team-oriented environment while maintaining an individual workload
• Logical and flexible approach to solving problems, especially when working under pressure
• Monitoring/assessing performance to make improvements or take corrective action

Terms and conditions

• One-year contract renewable