Procurement & Logistics Officer at Practical Action Kenya

We’re a global change-making group. The group consists of a UK registered charity with community projects in Africa, Asia and Latin America, an independent development publishing company and a technical consulting service. We combine these specialisms to multiply our impact and help shape a world that works better for everyone.

Practical Action seeks to recruit a capable and focused Procurement and Logistics Officer to be based in our Lodwar office, and expected to work within North Rift Programme Area. We are looking for an astute procurement officer to oversee purchasing and logistical activities and ensure that procured items and services are both cost-efficient and of high quality.

Responsibilities

• Ensure that all Procurement complies with Practical Action’s standard Procurement and Logistics procedures and donor requirements.
• While coordinating with Procurement office in Nairobi, develop and implement Procurement Plans for the projects in North Rift, in accordance with project activity plans and budgets.
• Work with the Field officers in ensuring field procurements, logistics are in compliance with Practical Action’s procurement & logistics policies and procedures.
• Adhering to and promoting our Code of Conduct and related policies including the Safeguarding policy and guidelines while ensuring that these are embedded in team culture and well modelled by others (Practical Action staff, partners, beneficiaries and all persons that you will come in contact with while activing on behalf of Practical Action). Also, promote the reporting structures for receiving complaints and respond to concerns appropriately within the policy.
• In consultation with Nairobi Procurement office, manage contracts of goods, works or services on regular basis and ensure they are tracked and timely updated.
• Provide quality assurance checks on supplies and ensure that Practical Action is achieving ‘value for money’ in all its acquisition of goods, works and services.
• Establish and regularly update supplier or contractors’ contracts in North Rift.
• The Procurement & Logistics Officer will ensure all sub-contracts, consultancy, service contracts and purchase orders awarded by the programme are in compliance with Practical Action’s Procurement Policy, rules and regulations.
• Participate in monitoring stock levels and identifying purchasing needs.
• Assist in maintaining and tracking vendors’ contractual agreements on an annual basis.
• Receive, review and process incoming requests ensuring sufficient clarity on specifications given for goods and services. Confirm any other relevant information from requestors.
• Facilitate all travel/transport arrangements for staff and visitors in Lodwar Office, including airline tickets, office vehicles, travel approval forms, hotel bookings and taxi transport.
• Ensure Practical Action and Leased or hired vehicles are mechanically sound before trips for safety of both Staff and visitors.
• Carry out safety and security checks of all conference and accommodation facilities before these venues are pre-qualified and updated to Practical Action List of preferred suppliers.
• Manage the Lodwar office fleet of vehicles, in close coordination with the Area Coordinator and field staff.
• Support in the strengthening of internal controls around asset management ensuring Practical Action’s assets are safeguarded at all times.
• Responsible for project Assets and inventory management; keeps records of all issued and returned Assets in Practical Action systems within the field office.
• Conduct regular checks on office based Assets maintenance (furniture and fittings) and report any defects to the Procurement and Logistics coordinator.
• Assist in responding to queries from internal and external clients regarding procurement matters.

To be successful in the role, you will be a graduate with a Bachelor’s Degree in Procurement, Supply Chain, Business Administration or a related field from a recognized university. A post graduate Diploma in Procurement, Logistics, Purchasing and Supplies or related field with relevant work experience may be considered in lieu of a degree. Working experience of at least 4+ years as a procurement officer in a similar position. Fluency to communicate in both English and Swahili languages and ability to work within a team is essential. Excellent computer skills (MS Office) and ability to take initiative and make decisions is desired