Supply Chain & Logistics Assistant at Trocaire

Key responsibilities

Procurement:

• Coordinate with Project Managers to develop procurement plans and consolidate them into a single master plan.
• Update and align programme procurement plans with the Supply Chain & Logistics Manager, maintaining timelines, budgets, and donor compliance.
• Consolidate procurement requests by category and donor, verify specifications, and ensure proper filing of all PRs.
• Assist the Supply Chain & Logistics Manager in supplier prequalification for goods, works, and services in Kenya and Somalia, ensuring compliance with Trócaire policies.Manage the supplier register by category, ensuring compliance documents are up to date and retained in line with Trócaire’s data protection and archiving policies.
• Prepare RFQs, RFPs, and RFTs for goods, services, and works, and submit to the Supply Chain & Logistics Manager for review before procurement begins.
• Identify suitable suppliers from the approved supplier database and register, and issue RFQs, RFPs, or RFTs for goods, services, and works based on efficiency and capacity.
• Prepare bid matrices for goods, technical evaluation reports, and minutes for services and works, ensuring complete procurement documentation.
• Draft purchase orders, manage approvals and signatures, and follow up with suppliers to ensure timely delivery.         
• Draft and support management of contracts for goods, works, services, and lease agreements in compliance with Trócaire policies and donor requirements.    
• Manage contracts for goods, works, services, and lease agreements, including monitoring performance, tracking milestones/renewals, and ensuring proper closure.    
• Maintain and update a contract management tracking sheet/register to ensure compliance, audit readiness, and timely action on renewals or closures.      
• Monitor supplier obligations under contracts and facilitate timely invoice verification and payment processing in line with Trócaire policies.  
• Ensure systematic filing and secure archiving of all procurement documents to support transparency, audit readiness, and institutional knowledge management.    
• Keep requestors updated on procurement progress through regular completion and sharing of the procurement monitoring sheet.    
• Collaborate with the Field Logistics & Procurement Officer to ensure all field procurement is compliant, well-documented, and audit-ready.      
• Conduct regular market surveys to identify potential suppliers, assess market trends, and inform competitive and value-driven procurement decisions.    
• Conduct regular quality checks and periodic performance evaluations of suppliers to ensure compliance, value for money, and continuous improvement.Serve as the primary liaison with suppliers, fostering effective communication, accountability, and long-term partnership management.Manage supplier relationships by ensuring clear communication, resolving issues, monitoring performance, and fostering long-term partnerships in line with Trócaire’s policies.
• Liaise with suppliers, contractors, and service providers to verify goods, works, and services, ensuring final delivery and certification of completion before processing payment requests.

Logistics:

• Support implementation of supply chain and logistics policies across the Somalia Country Programme under the guidance of the Supply Chain & Logistics Manage
• Ensure adequate office supplies through proactive planning and cost-effective procurement, reducing disruption risks and supporting operational continuity.
• Ensure construction and rehabilitation activities comply with national regulations and Trócaire policies, mitigating legal and operational risks.
• Monitor transport service contracts for compliance and completeness of procurement files, ensuring accountability and timely supplier payments.
• Conduct field visits to audit compliance with Trócaire logistics policies, strengthen local capacity, and ensure transparent stock management.
• Assets:
• Draft and support management of lease agreements, ensuring compliance with organisational and donor requirements.
• Manage contracts linked to equipment, facilities, or service providers, ensuring timely renewals, maintenance follow-up, and compliance with policies
• Maintain comprehensive rehabilitation project files to support compliance, institutional memory, and donor reporting.
• Warehouse & Stock Management:
• Oversee receipt, storage, and safe transportation of goods to Gedo, Somalia, ensuring proper documentation and compliance with Trócaire procedures.
• Work with project teams to track supplies from procurement to final distribution and provide regular progress updates.
• Liaise with consignees to confirm receipt and quality of delivered goods and supplies.
• Shipping, Clearing & Forwarding:
• Coordinate and track cargo dispatches (air and road) to the field, ensuring proper documentation and confirmation of receipt from consignees.
• Follow up with transporters, clearing agents, and logistics partners to ensure timely delivery and compliance with shipping/forwarding requirements.

Essential Requirements

Education & Professional Certifications:

• Bachelor of Science degree in Procurement, Logistics, and Supply Chain Management from a recognized university in Kenya (Essential)
• Chartered Institute of Procurement & Supply (CIPS) Diploma in Procurement (Added Advantage)
• Certification in Humanitarian Logistics or Supply Chain Management from the Logistics Learning Alliance (LLA) (Added Advantage)
• MEDLOG certification from LLA (Medical Logistics in Humanitarian Emergencies) (Added Advantage)