Procurement & Logistics (Prolog) Assistant at DanChurchAid (DCA)

DCA is seeking to recruit an experienced and energetic Kenyan National for the following position: Procurement & Logistics (ProLog) Assistant to be based in Nakuru - with some travel to DCA’s office in Nairobi anticipated - and reports to the Area Programme Manager based in Nakuru, with technical support from the Head of Finance & Support Services (HoFSS).

The Procurement & Logistics (ProLog) Assistant will actively contribute towards effective and efficient procurement and logistics management of the Nakuru office with a focus on fleet management, travel coordination, procurement, supply, and logistics support to ensure smooth office and project operations.

The main responsibilities of the ProLog Assistant are:

Procurement

• Undertake procurement of project supplies and services for Nakuru office - including conducting market surveys and trend analysis as per the project documents - in line with DCA procurement policies and approved scheme of delegation for the office.
• Conduct activities associated with delivery and receipt of goods and services from vendors while adhering to the set guidelines.
• In consultation with the ProLog officer, prepare project bid advertisements, bidding documents, evaluation reports, requests for proposals for consulting services, draft contracts, and all other procurement cycle activity documents.
• Reconcile hotel, air tickets & taxi expense reports & requests for payments for Nakuru office.
• Carry out physical asset verification at least once a year and before project end dates. 

Logistics

• Oversee the Nakuru office fleet management in liaison with the drivers and riders.
• Lead in ensuring DCA procurement manual policy and procedures are followed in all Nakuru office procurements.
• Support project staff to prepare procurement documents and provide regular updates on procurement status.
• Support effective management of organizational vehicles/motorbikes including timely servicing, coordination of activities and allocation schedules to avoid shortages.
• Support event planning, including sourcing and booking venues, confirming attendance, and preparing materials for the Nakuru office.

General

• Maintain and update the DCA Nakuru office assets register.
• Maintain an effective storage and inventory system according to policy & work closely with the Finance & Admin Officer to code and conduct inventory count twice a year.
• Ensure all procurements are completed on time and updated on DCA’s online system (ADMIND), as well as updating the procurement plans in consultation with the ProLog Officer.
• Ensure all travel requests for national and international travellers to Nakuru office are in place, including booking vehicles and accommodation.
• Lead all procurement pertaining to Nakuru office maintenance.
• Ensure professional implementation of DCA’s procurement and logistics activities in the office according to the DCA procurement manual.
• Ensure contracts with suppliers are in place and renewed/terminated as appropriate.
• Ensure regular maintenance of DCA Nakuru office equipment.

Required Education and Experience

• Bachelor’s degree in Logistics, Supply Chain Management, or any related field. Equivalent relevant professional experience is also accepted. 
• Minimum of 2 years professional experience in logistics, supply chain management, contract management, procurement, or other relevant experience. 
• Experience supporting team members and confident in doing so in a proactive and positive way. Proven experience with training and mentoring.
• Excellent communication, interpersonal and team skills.
• Good IT skills, including MS Office, Teams and procurement software systems (DCA uses ADMIND
• Fluency in written and spoken English.
• Proven capacity to prioritize tasks, plan and organize your own efforts to meet objectives and deadlines.
• Strong analytical skills