Job Vacancies at Action Against Hunger International

Summary of position

The Logistics Assistant will perform a wide range of office support activities (local procurement, stores and inventory management) at the Regional Office to facilitate the efficient operations at the Nairobi Office.

The Logistics Assistant:

• Purpose: Manage local procurement, inventory and stores management, compound /facilities management as well as providing support logistics units by performing varied responsible office support functions as per laid down procedures.
• Engagement: Interact with staff within the Action Against Hunger staff, adapt to the needs and expectations of services in Logistics.
• Delivery: Apply skills to support staff and develop working knowledge that will ensure effective and quality day-to-day operations of the Office, add value to the organization and promote a sense of pride, purpose and belonging.

Essential job functions

Objective 1: Procurement

• Obtain quotations when necessary and perform negotiations with suppliers for better prices and conditions.
• Contribute to maintaining the local supplier database up-to-date & to nourish it from existing contracts, as well as market surveys.
• Contribute to improving the reliability of the order follow-up, and its dissemination amongst operational teams.
• Apply the value for money principle throughout the procurement process by implementing sound suppliers/service providers/contractors offers comparison, physical quality check, search for the best prices, etc.
• Support the efficient & exhaustive circulation, filing & archiving of procurement documentation
• Review & strengthen the Monthly Procurement follow-up, under the supervision of the Regional Supply Chain Officer.

Objective 2: Support on Stock & Inventory Management:

• Be familiar with all stock procedures as well as administrative procedures.
• Support the organization of the stock, based on technical requirements or storage norms.
• Support issuing full documentation of all in and out movements of the goods/commodities (stock in reception forms and waybills).
• Prevent non-authorized in/out of items/commodities from the store.
• Support regular inventory of the stock.
• Support the periodic inventories and clear stock discrepancies in a documented manner;
• Support assets review, and physical inventories;
• Support the efficient & exhaustive circulation, filing & archiving of asset documentation

Objective 3: General Services Support (Fleet management, Energy, Facilities management)

• Supervise and Implement Building Maintenance Repair Maintenance.
• Ensure that the HEARO office has the proper and safe electrical network. Support energy/ICT Technical team on regular energy system checks.
• Ensures all Utilities are managed on monthly basis and Paid on time
• Manage the transport/ Movement plan on a weekly basis
• Checks the vehicle on regular basis to ensure the functionality and availability of tools.
• Ensures that Log books are filled correctly, Prepares Consumption report.
• Archives Driver Files and Vehicles files, keep them updated upon Addition / Modification

Objective 4: Reporting and Analysis

• Compile & consolidate Procurement reports and share with the Logistics Specialist.
• Prepare monthly Inventory/Equipment/Fleet management/Energy-generator reports

General

• Perform any related duties as assigned by the supervisor.

During the internship period, you are expected to demonstrate Action Against Hunger-USA’s five core values:

• Respect- we work with compassion and dedication, treating everyone the same way we expect them to treat us.
• Integrity-: we believe that being honest and fair is integral to every aspect of our work. Conducting our work with a spirit of sincerity, truthfulness and transparency is imperative.
• Creativity-we encourage new ideas, embrace innovative solutions, and create opportunities for meaningful and exciting ways to do our jobs and provide solutions to address the needs of the populations we serve.
• Excellence- we strive to provide services that meet and even exceed the expectations of our stakeholders (populations in need, staff, communities and donors).
• Empowerment- we are committed to fostering an environment in which our staff, partners and communities where we work have the space to grow, develop and feel confident about participating.

Gender Equality commitments

• Foster an environment that supports values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance
• Respect beneficiaries’ women, men, boys and girls regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age or marital status, Value and respect all cultures.

Requirements

• Degree in Business Administration or any other related field of study from a recognized university.
• 1-year Experience in a similar role, preferably in an International Non-Government Organization

Required Skills & Competencies

• Excellent interpersonal and communication (verbal and written) skills
• Ability to provide or recommend solutions to problems
• Flexible to assume additional responsibilities; proactive approach to work and able to work with minimum supervision
• Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and in different departments
• Ability to work and contribute positively in a team
• Excellent Computer skills in MS Office Suite

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Summary of position

The main aim of this internship is to equip intern with necessary technical and management skills with interest to work in the humanitarian sector, particularly on climate change and WASH in the HOA. The intern is expected to support in follow-up activity progress and financial expenses, Ensure donor compliance and ACFIN program quality standard, Conduct supportive field visit in HR scarce missions and to Identify research topics and innovative idea.

Duties and Responsibilities:

Follow-up activity progress and financial expenses.

• Understanding the ACF working culture and environment.
• Develop follow-up tracker in consultation with the regional specialist
• Share challenges, lessens and recommendations per projects/mission

Ensure donor compliance and ACFIN program quality standards

• Develop donor specific compliance follow-up checklists.
• Support the WASH specialist on reviewing progress and completion reports
• Develop SOPs for WASH interventions in collaboration with the WASH specialist

Conduct supportive field visit

• Fill the WASH HR gaps as needed
• Generate field visit reports

Identify research topics and innovative ideas

• Identify feasible research topics
• Develop research proposals
• Share innovative ideas
• Generate reports

During the internship period, you are expected to demonstrate Action Against Hunger-USA’s five core values:

• Respect- we work with compassion and dedication, treating everyone the same way we expect them to treat us.
• Integrity-: we believe that being honest and fair is integral to every aspect of our work. Conducting our work with a spirit of sincerity, truthfulness and transparency is imperative.
• Creativity-we encourage new ideas, embrace innovative solutions, and create opportunities for meaningful and exciting ways to do our jobs and provide solutions to address the needs of the populations we serve.
• Excellence- we strive to provide services that meet and even exceed the expectations of our stakeholders (populations in need, staff, communities and donors).
• Empowerment- we are committed to fostering an environment in which our staff, partners and communities where we work have the space to grow, develop and feel confident about participating.

Gender Equality Commitments

• Ability to foster an environment that reinforces values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.
• Value and respect for all cultures.

Requirements

Graduate student (preferably MSc candidate in water resource and environmental engineering /management).

• Minimum of 1 year of relevant experience gained during industrial attachment in an International or local NGO.
• Demonstrated skills in producing high-quality technical reports on a tight deadline.
• Technical knowledge on Climate, Water and Sanitation is a plus.
• Ability to sustain interpersonal and professional relationships with internal colleagues and partners
• Excellent planning and resource management skills.
• Excellent written and oral communication skills, including the ability to effectively present complex ideas to diverse audiences.
• Ability to multitask with ease and grace, balancing and adapting to frequently changing priorities.
• Flexibility to adapt to any subsequent changes in the terms of reference.
• Work independently and the ability to motivate, inspire and influence others positively to achieve goals
• Communicate with and demonstrate accountability to organization and partners through consultation, liaison, feedback, reporting and transparent use of resources