Procurement and Logistics Officer at Trocaire

Description of Position:

• The Procurement and Logistics Officer is responsible for overseeing the procurement and supply chain activities, ensuring that goods and services are procured in a cost-effective, transparent, and timely manner. The officer also manages logistical operations, including transportation, inventory, and warehouse management to support organizational programs. Effectively manage and handle the quality and efficiency of logistics and procurement activities while ensuring stewardship, integrity, transparency, and accountability.

Safeguarding Programme Participants

• Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. 
• Any candidate offered a job with Trócaire will be expected to sign Trócaire’s Safeguarding Policies and Global Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.
• All offers of employment will be subject to pre-employment checks including satisfactory references and appropriate screening (e.g. police/garda vetting, counter terrorism and anti-trafficking). Trócaire also participates in the Interagency Misconduct Disclosure Scheme and all employees will be subject to this as part of contract of employment.

Contract Duration:

• Reporting to the Finance and Operations Manager, this is a (fixed term contract, subject to donor funding) for a period of initially one year and is based Nairobi, with frequent and lengthy travel to the project sites. This role does not have line management responsibilities.

Duties & Responsibilities

Procurement

• To do all procurement of program supplies and assets compliant with the rules set out in Trocaire’s Procurement Policy and Supply Chain and Logistics Handbook (SCHL) while achieving best value for money and timely delivery to the programmes.
• Collaborate with direct reports and programming leads to strengthen the pipeline and supply chain management plan. Manage the determination of procurement and logistics service requirements, desired specifications and delivery schedules, and how sourcing strategies are defined, ensuring proper coordination and communication.
• Identifying the main types of goods and services that will be needed based on the current portfolio of programs and operations.
• Collaborate with the program team to formulate procurement plans for all projects and ensure timely processing and conclusion of the procurement.
• Ensures that all requests for quotes clearly present all specifications and requirements and organizing bid committees if needed and ensuring they analyse bids in a competitive manner.
• To keep a full documentation trail for all purchases and hand over to finance with all documents signed off in accordance with finance logistics and procedures.
• Maintain correspondence and constant contact with suppliers to follow up on the execution of contractual terms and conditions, and handle issues if needed.
• Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.
• Accountable for transparency within the procurement department through ensuring a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement and inventory database to assist with control and accountability. Prepare reports and facilitate document retrieval.To have framework agreements are in place for frequently returning commodities including nutritional supplies, fuel supplies, pharmaceutical supplies, transport and clearance services etc.
• To do regular market analysis for frequently purchased commodities to assure value for money is achieved and to weigh buying locally versus buying in Kenya and/or South Sudan.
• To make sure that all suppliers are properly vetted and have signed up to Trócaire’s supplier code of conduct. A list of pre-approved suppliers is kept update, and no purchases are made from suppliers that are not pre-approved.
• To work with the program teams to have updated procurement plans in place including all major purchases for program supplies and assets.
• To make sure all goods purchased are delivered to the programme sites within the agreed timeframes.
• Work closely with partner staff to ensure the timely processing, conclusion, communication, and documentation of tax exemptions and clearance certificates for goods shipped from abroad to project sites ( South Sudan and Sudan (SKN and Blue Nile State).  

Transportation

• Ensure accountability and transparency of all supply chain operations in compliance with Trócaire’s and donor regulations, and international and local standards and requirements.
• To work with the partners to organize the transportation of all purchased goods to programme sites and manage all related activities and follow ups on customs and security clearance with the partners.
• To make sure that all goods transported are properly safeguarded as best as possible during transport.
• To prepare all required documentation to allow for the border crossing / import of goods into Sudan.

Stock Management

• Oversee application of systems and procedures for inventory and commodity transportation, warehousing, and distribution, as well as for vehicle management to ensure proper handling and safeguarding of assets. Ensure related safety and security protocols are implemented.
• Oversee inventory control and the management of comprehensive goods tracking and record keeping systems throughout the whole supply chain cycle, from time of request until time of delivery. Ensure timely preparation and submission of various reports.
• To ensure there are adequate and properly maintained warehouses or warehouse space available to meet the programme needs.
• To ensure that warehouses and associated stock control procedures are in all stores. These should be compliant with Trócaire SCLH and include goods received documents, stock cards, goods issue documents and regular physical stock takes performed i.e. 10% of items in all stores to be checked every month.
• To organize and supervise, together with the finance department, a full stock count at Nairobi and field level including the reconciliation of physical stocks with theoretical balances (based on what has been purchased and delivered).
• To report on goods issued from all warehouses to the program sites.
• To ensure that all supplies-pharmaceuticals, nutritional supplies are well stored and recorded in the stores with stock cards.
• To support the Partners in management of stocks in the facilities and ensure that all the stocks are recorded and reconciled.

Asset Management

• Manage logistical infrastructure, storage facilities and transportation resources.
• To ensure all Trócaire assets are accounted for as per Trócaire SCLH
• To identify all Trócaire assets with a unique asset number tag and record in the Fix Asset Register (FAR).
• To ensure that all Trócaire assets are insured if feasible and cost effective.
• To ensure that all assets recorded in the FAR are physically checked twice per year.
• To ensure that assets are disposed as per procedures in the SCLH.

Fleet Management

• To ensure proper oversight of rental and Trócaire owned vehicle in field locations
• To ensure all vehicles have a logbook in place with mileage and fuel usage recorded.
• To have in place a template to consolidate fuel usage in the field per vehicle.

Monthly Reporting

• To report oversight on all areas of Supply Chain and Logistics, to whoever agreed on a monthly basis highlighting key accomplishments and challenges. This should include key information on procurement, transportation, stocks and assets.

Behavioural Competencies in Line with Trócaire’s Competency Framework

• Leading: Reflecting our values of Participation & Accountability, acts to inspire and lead others to achieve their potential, demonstrating Trócaire’s values with integrity in order to achieve our organisation’s objectives.
• Communicating: Reflecting our value of Participation, being one organisation, communicating clearly and transparently across, teams, units, divisions, locations and other external organisations. Getting our message across with impact.
• Collaborating: Reflecting our values of Participation & Solidarity, partnering effectively as One Trócaire organisation and, in solidarity, maintains positive relationships built on trust and respect.
• Stewardship of Resources: Reflecting our value of Accountability and decision-making around the best use of resources. Using our resources transparently, sustainably, ethically, fairly & with integrity; acknowledging Trócaire’s reputation in the use of resources. 
• Delivering Results: Reflecting our values of Accountability & Perseverance, getting a quality job done through effective performance, planning and decision making.
• Continual Improvement & Learning: Reflecting our values of Participation & Courage, constantly looking to learn and develop self, employees, and partners to better fulfil Trócaire’s’ mission.
• Flexibility & Change: Reflecting our values of Participation & Courage, adapts positively to change and to different ways of doing things; manages or takes part in change processes in a way that is appropriate to role in the organisation.

Person Specification – Essential Requirements

Qualifications

• Bachelor’s degree in Procurement, Logistics, Supply Chain Management, Business Administration, or a related field.
• Professional certification (e.g., CIPS, CPSM) is an added advantage.

Experience

• Minimum of 3–5 years of experience in procurement and logistics, preferably in an NGO, corporate, or development setting.
• Experience working in an emergency setup will be an added advantage

Skills

• Strong knowledge of procurement procedures, logistics operations, and supply chain management.
• Proficiency in using procurement softwares and Microsoft Office Suite (Excel, Word, PowerPoint).
• Excellent negotiation, analytical, and problem-solving skills.
• Ability to work under pressure, prioritize tasks, and meet deadlines.
• Strong organizational skills and attention to detail.
• Good interpersonal and communication skills.