Logistics Officer at Lutheran World Federation

Key Responsibilities

Asset and Inventory Management

• Ensure proper management of LWF assets and inventory at the Nairobi office, in Somalia and in area program offices in Kenya and in LWF rented/owned staff residences in all the areas.
• Ensure efficient asset and inventory management systems are in place and that all procured and delivered items are accounted for and quality/quantity controlled in stock reports and asset inventory management system.
• Maintain and update the consolidated fixed asset register and facilitate the annual and bi-annual physical asset verification exercises.
• Ensure the schedule for annual insurance of assets has been updated and presented timely for approval and payment.
• Maintain specific donor asset registers including, but not limited to, UNHCR’s goods and property report and Rights of Use agreements for all offices.
• Ensure all LWF assets are safeguarded through asset tagging. This includes development of asset requisition and hand over forms and returns for use by staff and ensuring that they are adhered to.
• Oversee, orient and supervise stores/inventory management staff.
• Develop and implement standardized store/ warehouse management procedures, guidelines and processes.
• Manage the process of assets disposal for the entire country program with guidance from management.

Stores / Warehouse Management

• Analyze Monthly Stores Report in a timely manner and share feedback with the program teams and management.
• Ensure that items procured and delivered to the Nairobi stores are removed and distributed within the stipulated time frame in accordance to the related policy. Follow up and ensure the same is applied also in the field locations.
• Ensure goods in stock and transit are maintained at re-order level and stored in a safe/secure manner.
• Support the program areas and the Nairobi based warehouse staff to ensure stores/warehouses are managed as per applicable common standards including orderliness, cleanliness, and with the various relevant arrangements of items including by project, donor, expiry date, location, etc.
• Ensure national transportation of freight by land is in line with budgetary requirements always upholding the most cost effective and reliable transport is used for timely delivery.
• Liaise with the Program team to ensure that reconciliations related to distribution are done timely and all issues related to the distribution are reported timely.
• Develop and implement standardized policies and procedures related to Store/ Warehouse management and ensure that they are all adhered to.
• Support the program areas in ensuring that reconciliation related to distribution including CRI’s and other stores is conducted on a timely basis and reports shared with management and others concerned.

Fleet Management

• Develop/Update and implement standardized fleet management procedures, guidelines and processes including Standard Operating Procedures.
• Ensure all required documentations on vehicles are current and up to date (renewals on road worthiness, insurance etc.)
• Implement set procedures for effective vehicle usage while minimizing costs.
• Provide oversight to the appropriate allocation and safe use of vehicles throughout the programme and certify servicing and maintenance schedules are adhered to.
• Analyze vehicle status and upkeep cost, provide recommendations on vehicle disposal and replacement.
• Manage the disposal process of the LWF vehicles and motorcycles in accordance with LWF and donor disposal policies.
• Ensure that all LWF motor vehicles and motorcycles are properly insured in accordance with the set policies.
• Provide clear guidance and support to the LWF teams in relation to fleet management.
• Ensure management of fleet monitoring and logistics related contracts for goods and services.
• Analyze and disseminate information from fleet management system for management decision.
• Generate and submit monthly report to management on activities – fuel utilization, geo-fencing, accidents etc.
• Ensure that all motorcycle riders and drivers have valid permits before they are allowed to drive or ride any LWF vehicle.
• Assist in the implementation of performance management processes and regularly set targets for drivers and store personnel and conduct effective appraisals.
• Participate in the selection of qualified drivers when needed.
• Other/General duties and Coordination
• Provide support to LWF field operations and field-based staff through joint logistics systems and practice review, coaching, training, and guidance.
• Conduct regular field support visits, at least 1 to 2 field offices every quarter.
• Facilitate LWF/Government of Kenya collaboration as may be required, such as setting meetings, initiate and follow up until completion of processes, reporting to authorities on LWF activities as may be required, initiate and support the process of registration when due or other related matters as necessary.
• Manage supervisee staff in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism. This includes appraisal, objective setting, development plans, establishing and monitoring work plans as necessary.
• Provide the required support to auditors, inspectors and any other appropriate party on matters related to warehouse/stores management, fleet management and assets and inventory management.
• Work closely with Procurement and other country program staff.
• Undertake any other relevant duties assigned by management.

Minimum Requirements

• Bachelor’s degree in logistics, supply chain management, or a related field.
• Proven 5 years and above experience in logistics and supply chain management, preferably in humanitarian or development programs.
• Relevant professional qualification (CIPS, KISM or equivalent)
• Familiarity with procurement processes and supply chain best practices
• Strong organizational and problem-solving skills.
• Proficiency in logistics software and tools.
• Excellent communication and team collaboration abilities.
• Ability to work under pressure.