Supply Chain and Logistics Officer at Trocaire

Key Responsibilities and Tasks

PROCUREMENT

• Ensure all received requisitions are properly numbered.
• Prepare and issue Request for Quotations (RFQs), Requests for Proposals (RFPs), and Requests for Tenders (RFTs) for goods, services, and works.
• Review quotations received and prepare bid analyses ensuring completeness of required documentation for submission to the procurement committee.
• Follow through on checking supplier registration and vetting to ensure they meet the required standards.
•  Prepare POs and contracts for selected suppliers ensuring terms and conditions and specifications are clear.
• Track all orders from placement through to final delivery and acceptance.
• Monitor supplier performance and suggest corrective action where necessary.
• Prepare payment requests ensuring all documentation is correct.
• Maintain comprehensive documentation trail for all procurement in line with agreed systems.
• Assist the Supply Chain and Logistics Manager in conducting regular local market analyses for frequently purchased commodities to ensure best value for money is achieved and to evaluate buying locally versus importing from Kenya or other regional sources.
• Assist the Supply Chain and Logistics Manager in maintaining a list of pre-approved suppliers and ensure all have signed the Trócaire's supplier code of conduct

LOGISTICS COORDINATION AND TRANSPORTATION

• Arrange the transportation and customs clearance of all goods destined for Somalia ensuring compliance with export and import protocols.
• Assist in preparing all required documentation to facilitate border crossings and export/import of goods into Somalia including customs documentation.
• Assist in safeguarding all transported goods during transit to minimize loss, damage, or theft by ensuring adequate insurance is in place.

INVENTORY AND ASSET MANAGEMENT

• Assist the Supply Chain and Logistics Manager with recording and tracking all inventory and assets using a Fixed Assets Register.
• Support the field logistics officer with maintaining accurate stock records using the available stock management system (PIMS).
•  Ensure all warehouse facilities at Nairobi headquarters are adequately organized to ensure safekeeping of all stocks in transit and ensure all stock control procedures in place compliant with Trócaire's SCHL, including goods received documents, stock cards, goods issue documents, and regular physical stock verifications.
• Assist the Supply Chain and Logistics Manager with organizing full stock counts both at headquarters and field level.

FLEET AND VEHICLE MANAGEMENT

• Assist the Supply Chain and Logistics Manager to have oversight of all Trócaire-owned and rented vehicles at Nairobi HQ and field locations including the monitoring of usage, maintenance, fuel consumption and compliance with organizational safety standards.
• Ensure all vehicles have properly maintained logbooks in the vehicle recording mileage, fuel usage, and service records.
• Assist the Supply Chain and Logistics Manager to maintain fuel consumption reports.
• Assist the Supply Chain and Logistics Manager to ensure all rented vehicles have proper rental vehicle contracts in place with agreed terms.

Safeguarding

• 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. More information on Trócaire’s safeguarding policies available here.
• All staff are expected to uphold the dignity and rights of everyone they interact with and sign Trócaire’s safeguarding policies.

Diversity & Inclusion

• We welcome diverse applicants to join our inclusive workforce.
• Trócaire is an equal opportunities employer. We are an organisation that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire.

Diversity and Inclusion statement available here

Requirements

Essential Requirements

• Bachelor's degree in Procurement, Logistics, Supply Chain Management or equivalent.
• Professional certification in procurement or supply chain management (e.g., CIPS, CHPP, CPSM, or equivalent).
•  Minimum 3 years of hands-on experience in procurement and logistics, preferably in an INGO setting.
• xperience working in emergencies or fragile settings.
• Knowledge of donor compliance requirements and international procurement standards.

Skills

• Strong knowledge of procurement procedures, supplier vetting, tendering processes, and supply chain management.
• Proficiency with procurement software, inventory management systems, and Microsoft Office Suite (Excel, Word, PowerPoint).
• Excellent analytical skills with attention to detail.
• Ability to work under pressure, prioritize multiple tasks and meet tight deadlines.
• Strong organizational skills and documentation practices.
• Excellent interpersonal and communication skills with ability to work in diverse teams.
• Flexibility and willingness to travel frequently to field locations in Somalia.
• Fluent in written and spoken English.
• Working experience in Trocaire minimum over 6 months is an added advantage.