Logistics Coordinator at DAI Kenya - Development Alternatives, Inc.

POSITION DESCRIPTION

• The Logistics Coordinator is a key member of the Operations team. He/She will provide lead the project’s office procurement, travel, and events in an efficient and cost-effective manner. The individual will ensure accurate and complete record-keeping and filing systems based on the project’s Field Operations Manual (FOM), USAID regulations, and contract requirements and limitations. He/She will also assist with completing procurement and logistics including reviewing and consolidating necessary backup documentations for payment of procured goods and services including conducting regular audits backup files.

KEY DUTIES AND RESPONSIBILITIES

Office Procurement

• Perform all phases of procurement of goods and services ensure best value and within required lead times for operational procurement
• Assist budget estimation by providing price references for procurement of goods and services
• Coordinate issuance of purchase records, release orders and direct awards in accordance with policies and procedures.
• Contribute to the supply chain management efforts up to and including logistical support from the ordering point through the follow-up, expediting, and delivery of the required goods and/or services
• Monitor and evaluate procurement service quality delivered by vendors through regular communication team members to seek opportunities for improvement
• Assist in consolidating all required documentation for Finance team to process payments of purchased goods and services

Logistics

• Coordinate all domestic and international travel for ATI employees, including airline and hotel bookings, and airport transfers.
• Support the organization of events across all the countries in which ATI operates, including hotel bookings, selection of venues and coordination of catering services, and car hires.
• Work closely with team to develop monthly logistics projections
• Inform and provide trainings for travelers on DAI travel/events procedures and regulations to ensure compliance with client and DAI policies as well as Field Operations Manual (FOM)
• Review and advise travelers on travel schedules to ensure itineraries are appropriate, feasible and compliant with project travel policies
• Coordinate with travelers to submit travel request(s) and procurement requisition(s) of logistics service(s) required for specific travel/events in TAMIS
• Support shipment/freight forwarding efforts with the Home Office team
• Establish and manage up-to-date comprehensive travel tracker/dashboard for ATI travelers
• Monitor and evaluate logistics service quality delivered by vendors through regular communication with team members to seek opportunities for improvement
• Coordinate payment processing in collaboration with Finance team

REPORTING

• The Logistics Coordinator will report to the Operations Director.

QUALIFICATIONS

• Bachelor’s Degree or equivalent in a field relevant to the position.
• 7+ years of progressively responsible procurement and logistics coordination experience with at least three years in USAID funded project
• office management and communications skills
• experience in a travel agency would be a plus
• conversant with USAID rules and regulations regarding project management, including project inventory, disposition, and operational procurement.
• supervising staff
• to identify time sensitive demands and inquiries and respond effectively.
• oriented
• knowledge of internal controls and audit processes (e.g.procurement, local subcontract agreements, etc.)
• writing, speaking, and reading skills in English.
• articulate individual who possesses excellent communications and personnel management skills and who can relate to people at all levels of an organization.
• energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
• extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• experience with DAI policies, procedures, and systems (TAMIS, etc.) preferred.