Supply Chain Assistant - (Fleet, Asset and Warehouse Management) at Save the Children

SCOPE OF ROLE:

Reports to: Supply Chain Coordinator

Fleet Management

• Support the overall management of organizational vehicles in collaboration with the Supply Chain Coordinator – Fleet, Warehouse, and Assets.
• Assist in maintaining systems that ensure SCI and hired vehicles remain safe, road‑worthy, compliant, and properly utilized.
• Maintain and regularly update administrative vehicle files to ensure accuracy and readiness for reviews or audits.
• Assist in monitoring vehicle utilization by reviewing movement plans and log sheets, compiling monthly submissions, and preparing routine reports.
• Support fuel management activities, including tracking fuel usage(fuel consumption validation reports), coordinating with fuel vendors, and maintaining proper records.
• Assist in tracking vehicle rentals, lease agreements, and related payments to ensure timely processing and compliance.
• Apply SCI Fleet policies and KCO Fleet Optimization SOP in daily fleet operations and highlight any gaps or issues.
• Assist with consolidating weekly and monthly movement plans for all offices to help ensure efficient fleet utilization.
• Liaise with the Supply Chain Team in  Market Survey or Prequalification of Hired Vehicles, Garage – vehicle services, filling station procuring of training, vehicle spare parts, and accessories.
• Support in Taxi bookings for the Nairobi office, mapping of the staff to the online taxi, monitoring of taxi costs, monthly utilization analysis, and ensuring payments have been uploaded on time
• Provide support to the Supply Chain coordinator in preparing monthly fleet reports(Fuel, vehicle maintenance, Driver behaviour etc) and in reviewing fleet-related payments using the relevant checklists

Warehouse Management

• Gather and follow up on monthly warehousing and distribution reports from field locations and help prepare consolidated country office summaries.
• Monitor incoming reports for completeness, accuracy, and timeliness, flagging inconsistencies for follow‑up with field teams.
• Provide basic technical support to field teams when issues or deviations from standards are identified.
• Support field offices with routine warehousing and distribution tasks and escalate complex matters to the Coordinator when needed.
• Participate in field visits to help deliver support, coaching, and follow‑up on warehouse management practices.
• Assist field teams in addressing audit findings and closing corrective actions related to warehousing and distribution.
• Help maintain engagement with warehousing and distribution teams by supporting coordination activities and information sharing.
• Support continuous improvement efforts by identifying operational gaps and proposing practical improvements.
• Ensure warehouse operations align with SCI warehouse management policies and procedures.
• Support the process of ensuring that stock is not transferred or released to implementing partners or beneficiaries without the required authorization, following the Scheme of Delegation and Total Inventory Management System approval procedures.
• Assist in organizing and maintaining all supporting supply documentation to meet Award Management and audit requirements.
• Help review and update the Total Inventory Management System warehouse data regularly to ensure it is consistent with Supply Chain, Finance, and Programme records.
•  Support the coordination and participation in mid‑year and end-of-year stock counts as per guidance from the Global team
• Provide support to ensure that Total Inventory Management System operational processes are correctly followed across all Kenya field office Total Inventory Management System warehouses.
• • Monitor and follow up on stocks linked to expiring or expired SOFs(Source of Fund) and assist in efforts to reduce balances on expired SOFs (Source of Fund). Rack products approaching expiry and support timely utilization before the end of their shelf‑life.

Asset Management

• Support the tagging, documentation, and entry of all assets into the e‑asset management system, ensuring accurate tracking and coordination with Field Teams, while serving as the focal point for asset management within the Nairobi office.
• Review incoming asset data for completeness and accuracy and follow up with field teams where clarification is needed.
• Participate in semi‑annual asset verification exercises by providing logistical and administrative support.
• Assist in preparing asset disposal documentation and ensuring adherence to established procedures.
• Support continuous improvement in asset management practices, documentation, and reporting.
• Apply SCI asset management policies in daily operations to ensure accountability and compliance.

Compliance

• Support with overall compliance with SCI Fleet, Warehouse, and Asset Management policies, as well as other relevant SCI procedures.
• Support in ensuring all the Fleet, Assets, and Stocks Key Performance Indicators are met.
• Support the effective use of systems for record keeping to ensure a clear audit trail and improve process efficiency.

BEHAVIOURS (Values in Practice)

Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own. personal development and encourages their team to do the same.
• Widely shares their personal vision for Save the Children, engages and motivates others.
• Future orientated, thinks strategically and on a global scale.
• Builds and maintains effective relationships, with their team, colleagues, Members and external partners. and supporters.
• Values diversity, sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to.
• develops and encourages new and innovative solutions
• Willing to take disciplined risks.
• Integrity:
• Honest, encourages openness and transparency; demonstrates highest levels of integrity.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

QUALIFICATIONS 

Essential

• Higher diploma or degree in a business-related course.
• Computer literate; strong MS Excel and MS Word skills.
• Good spoken and written English and swahili.
• Three years’ experience in fleet, asset, and Warehouse management preferred.
• Conscientious with an excellent sense of judgment.
• Strong organizational skills.
• Ability to work simultaneously on multiple tasks.
• Willingness and ability to work effectively with a diverse team
• Ability to work as part of a team and coordinate with all team members.
• Ability to collect, correlate, and analyse data for decision-making
• willingness to work and travel in often difficult and insecure environments;

Desirable 

• Use of different systems for the fleet, asset, and warehouse. 
• Technical experience/knowledge in specific types of humanitarian intervention e.g. Child protection, Education, Health, WASH, Food Security.