Logistics Officer at Secours Islamique France (SIF)

Procurement

• Take the lead in managing procurement for SIF office in Nairobi.
• Comply, respect and abide by the SIF Procurement procedures & Donor Procurement guidelines under the supervision of the Logistics Coordinator.
• Maintain proper archiving of procurement files ensuring their completeness in both hard copies and soft copies.
• Prepare and ensure that purchasing requests (IOF’s) and other purchasing documents are filled properly according to SIF threshold
• Collect quotations from suppliers
• Draft contracts, framework agreement and share to the Logistics Coordinator.
• Participate in the elaboration of a price list that is updated regularly.
• Update the supplier list regularly
• Prepare and Consolidate the Logistics monthly report (MLR) of Nairobi base (fleet, stock follow-up, inventory List, equipment list, contract follow-up, etc.)
• Liaise with Admin Department on all procurement and payment activities.
• Follow the validation process in Nairobi office

Objective 2: Stock Management

• Manage periodical inventories of the Stock and equipment’s
• Ensure the correct storage and management of stock with the right documentation
• Verify that all items ordered are received and inform the carrier / supplier/ shipper/ consignor if there are any missing or damaged items.
• Manage assets/furniture and other equipment
• Update the Equipment List for each new assets according to SIF procedures
• Keep the stock items tidy and well-ordered at all times.
• Handle stock in and out, including unpacking, putting-away, picking, packing, labelling and dispatching assets/furniture/stock.
• Prepare Goods Received Notes (GRNs).
• Edit Donation/Destruction/Sale Certificates as guided by the Logistics Coordinator

Objective 3: Fleet Management

• Manage Nairobi vehicles and drivers in coordination with the Logistics Coordinator.
• Communicate with program and support team regarding vehicle movement schedules
• Coordinate all flight / Hotel bookings and organize pick up and drop arrangements
• Ensure that vehicles are very well maintained
• Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
• Ensure that all drivers maintain the daily log sheets signed at all times of movement

Objective 4: Reporting

• Participate in the review and consolidation of the monthly logistics report
• Participate in the procurement plan update in PMP report
• Provides regular detailed reports on all logistics operations of the base to the Logistics Coordinator.
• Report any challenges/issues that may occur within the department

Objective : Others

• Attend to any other logistical or program duties as deemed necessary by Logistics Coordinator.
• Make regular field visits to give support to bases

Objective 1: Procurement

• Take the lead in managing procurement for SIF office in Nairobi.
• Comply, respect and abide by the SIF Procurement procedures & Donor Procurement guidelines under the supervision of the Logistics Coordinator.
• Maintain proper archiving of procurement files ensuring their completeness in both hard copies and soft copies.
• Prepare and ensure that purchasing requests (IOF’s) and other purchasing documents are filled properly according to SIF threshold
• Collect quotations from suppliers
• Draft contracts, framework agreement and share to the Logistics Coordinator.
• Participate in the elaboration of a price list that is updated regularly.
• Update the supplier list regularly
• Prepare and Consolidate the Logistics monthly report (MLR) of Nairobi base (fleet, stock follow-up, inventory List, equipment list, contract follow-up, etc.)
• Liaise with Admin Department on all procurement and payment activities.
• Follow the validation process in Nairobi office

Objective 2: Stock Management

• Manage periodical inventories of the Stock and equipment’s
• Ensure the correct storage and management of stock with the right documentation
• Verify that all items ordered are received and inform the carrier / supplier/ shipper/ consignor if there are any missing or damaged items.
• Manage assets/furniture and other equipment
• Update the Equipment List for each new assets according to SIF procedures
• Keep the stock items tidy and well-ordered at all times.
• Handle stock in and out, including unpacking, putting-away, picking, packing, labelling and dispatching assets/furniture/stock.
• Prepare Goods Received Notes (GRNs).
• Edit Donation/Destruction/Sale Certificates as guided by the Logistics Coordinator

Objective 3: Fleet Management

• Manage Nairobi vehicles and drivers in coordination with the Logistics Coordinator.
• Communicate with program and support team regarding vehicle movement schedules
• Coordinate all flight / Hotel bookings and organize pick up and drop arrangements
• Ensure that vehicles are very well maintained
• Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
• Ensure that all drivers maintain the daily log sheets signed at all times of movement

Objective 4: Reporting

• Participate in the review and consolidation of the monthly logistics report
• Participate in the procurement plan update in PMP report
• Provides regular detailed reports on all logistics operations of the base to the Logistics Coordinator.
• Report any challenges/issues that may occur within the department

Objective : Others

• Attend to any other logistical or program duties as deemed necessary by Logistics Coordinator.
• Make regular field visits to give support to bases