Logistics, Procurement & Transport Officer at Concern Worldwide

Reports to: Base Manager Marsabit

Direct Reports: Drivers

Job Summary

The incumbent will implement Concern’s Procurement & Transport Policies

Main Duties & Responsibilities

Transport

• Scheduling and planning the use, movement, maintenance and repair of vehicles / motorbikes and thereby facilitating the most cost effective delivery of transport services to programmes
• Fuel, oil and lubricant management: Ensuring the correct and controlled issuing of fuel, oil and lubricants according to existing Concern logistics procedures; Ensuring all controls and management are adhered to where fuel is issued either from a local contracted garage or where Concern fuel storage is in operation; Issuing or reviewing all fuel vouchers etc.
• Fleet servicing management: Tracking, ensuring timely & proper servicing/maintenance, maintaining relevant documentation and reporting, Keep records of all “next service km” for all Concern fleet
• Ensure Driver(s) accompanies all vehicles for servicing. The driver must stay at garage while service is being completed to verify and signs off on all work done
• Ensure use of Concern job cards
• All rules are being adhered to (National and Concern speed limits, seatbelts (all passengers)
• Vehicles correctly fitted first aid kits, fire extinguishers, spare tyres, jacks, tools etc
• Management of Concern’s vehicle/motorbike spare parts according to agreed procedures (where applicable) ensuring that all storage in line with guidelines stipulated in the Concern Warehouse and Commodities Manual
• Manage Concern Drivers in Marsabit. This includes; ensuring daily checks are done by all drivers, taking leave, log sheets (or App) are correctly completed including km’s charged to correct programme, Drivers are cleaning vehicles regularly
• Advising on the procurement of spare parts, fuel and other transport or fleet requirements and advising staff on Concern’s Transport & Fleet policy & procedures
• Maintaining all transport & fleet records in accordance with Concern and donor requirements
• Following up with suppliers for timely submission of transport related invoices & log sheets for timely payment processing
• Preparation and compilation of all monthly transport and fleet reports for review by Line Manager
• Management and monitoring of transport contracts (fuel station, taxi.. etc.) liaising with the logistics manager to ensure they are up to date and paid on time
• Ensure all parts that have been replaced are returned to Concern and kept for verification
• Workshop/Garage Management
• Conducting checks on Rental vehicles before engagement and tracking payment documentation (certified Invoices, log sheets and service rendered forms)
• Ensure all paperwork filing is accurate, up to date, and in correct order so as to easily facilitate checks and audits (Separate folders for each vehicle).**

Procurement

• Procuring goods and services for Marsabit County, as per Concern’s procurement policy and procedures, with the exception of vehicle hire and bulk procurements. This includes but is not limited to receiving all compliant supplies requests, requesting for quotations, completing quotations evaluation forms and local purchase orders and facilitating approvals
• Updating the supplies requests tracking sheet bi-weekly
• Day to day management of supply and service contracts or framework agreements with pre qualified suppliers
• Convening the procurement committee and taking minutes of the meetings
• Requesting for payments in line with Concern’s policy and procedures
• Maintaining all procurement records in accordance with Concern and donor requirements
• Advising staff on Concern’s procurement policy & procedures and requirements

Responding To Emergencies

• Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
• Comply with Concern’s health, safety and security guidelines during emergencies

Code of Conduct and Associated Policies

• To adhere to the standards of conduct outlined in the Concern Code of Conduct & Associated Policies
• To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct

Essential

Job Specification:

• A degree in Logistics, Operations Management, Business Administration, Management or relevant field
• At least two (2) years’ experience working with an NGO or UN Agency in a similar role
• Experience with Health and safety in Transport
• Working knowledge of 4 x 4 vehicles, vehicle spare parts, transport logistic systems, including procurement and stores management
• Excellent report writing, communication, interpersonal, organisation and negotiation skills
• Competency in the use of computer applications i.e. Microsoft Word & Excel
• Kenyan driving license. Motor bike riding license is an added advantage
• Willing to travel, flexible, adaptable and with an ability to work under pressure
• Fluent in both spoken and written English and Kiswahili. Fluency in the local languages is an added advantage.
• A team player, flexible and with an ability to work calmly and effectively under pressure and to make quick rational decisions

Desirable

• CIPS certification
• Ability to manage time and work effectively without constant supervision

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.

Concern Worldwide is a non-governmental international humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.

‘Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.net