Logistics Assistant – Kakuma at Action Africa Help

Department: Operations (Logistics & Procurement Unit)
Reports to: Senior Logistics & Procurement Officer
Liaises with: Workshop Officer, Warehouse Officer and LMIS/ICT Officer**
Duty Station: Kakuma, Kenya

Purpose of the role:

• Assist in the overall logistics management to ensure effectiveness and efficiency in operations in line with AAHI and donor guidelines.

Duties & Responsibilities

• Assist in monitor the performance of all drivers in line with donor and AAH guidelines.
• Assist in the maintenance of operational records concerning allocation of vehicles, scheduling and rescheduling of work duties for drivers.
• Liaise with the Logistics, workshop and warehouse officers on all matters relating to running the logistics operation.
• Assist in the supervision of activities pertaining to fleet management and administrative issues, in collaboration with the respective partners.
• Coordinate with the workshop Officer to ensure vehicle repairs and maintenance are conducted professionally and in a timely and through manner.
• Ensure the adherence of AAH rules, regulations and procedures by logistics staffs, and use of safety measures within the sectors.
• Participates in the selection of suppliers in the tender committee and conduct a comparative analysis on supplier prices.
• Participates in reviewing and evaluating the performance of the suppliers.
• Assist in verifying that the required order is within the agreed budget.
• Assist in ensuring proper processing of procurement requests from programs.
• Ensures the timely delivery of quality products and services at the lowest possible cost:
• Submit final invoices to the Finance and Accounts Department for payment
• Ensures the proper management of procurement department operations in the absence of the procurement officer.
• Ensuring proper stacking/packing, spacing is done at the warehouse to allow verification and free movement and avoid accident.
• Preparing stock report on a weekly basis and ensuring that records are well maintained.
• Assist in warehouse inventories and periodical stock reconciliations.
• Checking and inspecting of all goods received for quantity and specification as per bill of loading/packing list/waybills/invoice and ensuring proper recording.
• Performs other duties and task as requested by management.

Expected Outcomes

• Efficiency in the warehouse and logistics department.
• Proper and efficient usage of the fleet of vehicles as per donor requirement.
• Proper adherence to laid down procedures and deadlines and effective filing of logistical documents.
• Understanding of the functioning of warehouse and logistics department
• Assist in administration, execution and coordination of procurement activities.

MINIMUM PERSONAL SPECIFICATIONS

• Minimum academic qualifications required
• Diploma in Logistics Management or comparable training.
• At least 3 years professional experience in the logistics field.
• Valid BCE Driving License.
• Good computer literacy, with knowledge of Microsoft Office applications including Word, Excel, power point and Outlook

SKILLS AND COMPETENCIES

• Experience in fleet, Warehouse and procurement management
• Very good working knowledge of ICT technologies (related software, email, internet and computer applications)
• Ability to take initiative and work independently
• Good organizational and team skills.
• Degree of accuracy and attention to detail
• INGO experience and understanding of humanitarian sector- an added advantage.
• Commitment to and understanding of AAH-I’s vision, mission and values.

Desirable Skills

• Communicational skills (written and spoken)
• Team-work and participation
• Level of self-supervision and ability to take initiative
• Technical side of the job (numeracy, report-writing, critical thinking, leadership, etc.)
• INGO experience and understanding of humanitarian sector