Procurement and Logistic Manager at Islamic Relief

Qualification

•  Master’s degree in Procurement, logistics, supply chain and admin management or any other related field from recognize universities.
• Must be a member of KISM and a Certified Procurement Practitioner

Experience

• Minimum of 5 years of progressive experience in logistics, supply chain and admin management in Busy INGO, UN, or corporate sectors.

Supervises

• Country and field procurement team

JOB PURPOSE

Reporting to the country director, the Procurement and logistics manager will lead country supply chain functions as per IR guidelines and contribute at strategic level to IR-Kenya’s mission. The Procurement and Logistics Manager is a member of the Country Management Team.

The Procurement and Logistics Manager will have responsibility for the supply chain of IR Kenya including procurement, logistics, assets, fleet, and warehouse. The PLM will have focus on system development, documentation, and implementation, including working with HR on an effective in-house training programme and with finance and logistics.

KEY ACCOUNTABILITIES

Policy and Planning

• Ensure that IRK procurement and logistics procedures fully align with IRW policies and the pertinent laws in Kenya. This includes period review of the policies and procedures.
• Obtain the necessary approvals from the relevant authorities including the Country Director, Country Management Team and IRW Procurement Department.
• Ensure transparency and accountability across all lR Kenya activities through full implementation of Logistic, Procurement regulation.
• Develop annual Department Plan in consultation with the department staff and with other heads of departments including Programmes, Human Resource and Administration, Finance and Communications.
• Ensure that the department plan is included in IRK annual business/operational plan.

Procurement

• Roll out all the IR guidelines regarding procurement and logistics through induction for new employees, trainings, and refresher workshops for all IRK staff, and through the quarterly, semi-annual, and annual review meetings
• Develop monthly country procurement plan with input from all the field offices and agree with management
• Manage procurement and supply chain as per procedures in a transparent manner
• Disseminate procurement update to all users / requester / project managers
• Ensure documentation of procurement files are ready for audit trail
• Ensure that IRK procurement provides values for money both in terms of cost and quality of services and goods procured for the benefit of the rightsholders the organisation serves
• Lead the conduct of prequalification of suppliers, vetting and screening. Through this, IRK should have a broad-based vendors and suppliers both in Nairobi and field offices to optimize the use of use financial resources and deliver quality services to the rightsholders the organisation serves.
• Review, approve tender dossiers ensuring that the all the necessary details including mandatory requirements, technical specifications and the required information is included Procurement and Logistics Manager-Nairobi
• Write bid evaluation reports, ensure they are dully signed by the procurement committee. And present the BERs to the Country Director for approval.
• Ensure that a multidepartment teams with the necessary know-how and skills to conduct due diligence of the vendors and suppliers
• Present Offer letters to the Country Director for approval. Follow up with suppliers and ensure they return their acceptance in good time.
• Critically review all contracts ensuring that the details, specifications, quantities, the contract value are correct. Present a dully revised contract to the Country Director for signature.
• Share the duly signed services and good contracts with the Field Coordinators and the relevant requesters
• Monitor performance of the suppliers as per the terms and conditions and the contract

Fleet/Vehicle management

• Ensure vehicle management policy and procedures and in place and rolled out in all offices
• Ensure vehicle maintenances are done properly and all movement are safe
• Ensure vehicle management reports are prepared and control mechanisms are in place

Asset management

• Make sure asset management procedures are planned and users and managers are aware of the process.
• Ensure all assets are registered, correctly tagged, maintained, and monitored accordingly
• Ensure all disposals are done as per IR and donor procedures and recorded accordingly
• Conduct and submit asset verification and inventory reports at least twice a year. The annual asset
• inventory is part of the annual IRK statutory audit and must be completed before mid-December

 Warehouse management

• Establish warehouse and stock management system as per IR guidelines
• Ensure physical warehouse is compliant for stock management and repair maintenance are done properly
• Establish stock management procedures including goods receiving, stacking and distribution is
• managed according to compliance
• Physical stock verification and reporting is done in timely basis
• Stock reporting is prepared as per procedures and fit for donor requirement

Team management

• Lead, direct and motivate the procurement and logistics department team
• Procurement and Logistics Manager-Nairobi
• Ensure all employees have SMART performance objectives, and that their performance is
• monitored and feedback given through 1-2-1 meetings, semi-annual reviews and annual
• performance appraisals
• Develop the capacity of the procurement and logistics team

Reporting

• Weekly contracts tracker providing an overview of the state of all active contracts with vendors with a highlight on the required actions
• Weekly procurement tracker indicating the status of procurement requests from the country and field offices
• Monthly Procurement and Logistics Department Performance Report. The report should provide an account of all the functions of the departments during the ending month. Most notably,
  • Progress against the procurement requests by sub-office,
  • Consolidated contract trackers,
  • Challenges and issues that require further support from the management
  • Stock report indicating the goods and supplies dispatched to the field
• A summary of vehicle repair and maintenance and fuel consumption by vehicle. The report should provide analysis of the cost of running of the fleet and whether a management action is required.

Representation and Coordination

• Act as part of the Senior Management Team of the country programme.
• Represent IR-Kenya and the country programme where relevant to external stakeholders.
• Maintain networking to coordinate logistics and supply chain among the stakeholders
• Use logistics resources in humanitarian sector to ensure sectoral efficiency in logistics management
• Perform other duties as deems necessary and dully assigned by the line manager,I wish you all the best in all your undertakings and the additional roles assigned to you

Qualification and experience

• At least master’s degree in Procurement, logistics, supply chain and admin management or any other related field from recognize universities.
• 5 years of progressive experience in logistics, supply chain and admin management.
• Minimum education level of bachelor’s degree in fields of procurement, logistics, supply chain, with relevant experience that shows an ability to critically analyse and apply information in management and work situations at a similar level.
• Must be a Member of KISM (Kenya Institute of Supplies Management) and candidate must be a certified Procurement Practitioner.

Personal specifications

• An interest in capacity building/mentoring of teams (both national and expatriate)
• Flexibility to spend significant time in the field
• Good skills in system development and documentation e.g., experience of ISO System or similar
• Strong experience in liaising with government /local authorities and other NGO’s
• Excellent staff management and personnel skills
• Budgetary control and financial management skills
• Excellent analytical, ability to think strategically and report writing skills
• Maturity, diplomacy, tact, and discretion, with strong negotiation skills.
• Fluency in English both written and verbal