Vacancies at Action Against Hunger International

The Logistics Assistant is a logistics support staff, supporting the ICT/Logistics Officer and Logistics Manager in daily operations in support of Base programs and activities.

Title of the position: Logistics Assistant:

Purpose:

• The Logistics Assistant will provide operational support to the ICT/Logistics Officer as well as the Logistics Manager.
• Promote high standards of integrity and accountability in the utilization of organizational resources.

S/he will be responsible to provide the following reports on a timely basis.

• Monthly Logistics and Stock Reports
• Monthly Fleet Reports
• Weekly Procurement Reports

Essential job functions

Objective 1: Procurement

• Obtain quotations when necessary and perform negotiations with suppliers for better prices and conditions
• Contribute to maintaining the national 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 ICT/Logistics Officer.
• Contribute to building and maintaining the local supplier database (at the Base level) up to date. Support building a strategic view of sourcing in the area.
• Support regular and comprehensive market surveys in the Bases.
• Support the quantity and quality check at every step of the supply chain.
• Issue and file stock reception forms upon reception of materials and dispatch to requesting teams/departments and Bases.

Objective 2: Support on Stock & Asset Management:

• Be familiar with all stock procedures as well as administrative procedures.
• Support 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 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;
• Review & strengthen the Monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
• Support the efficient & exhaustive circulation, filing & archiving of asset documentation

Objective 3: Fleet, transportation & fuel management

• Support in the management of ACF fleet (Fueling, incident reporting, Driver management and Vehicle use reporting)
• Support fleet reviews, and fleet prospects under the Logistics Manager’s supervision (market surveys, fleet analysis, etc.)
• Support the implementation of user friendly tools for movements & maintenance planning;
• Review & strengthen the Monthly Motorized asset report under the CLM supervision, with logistics teams.
• Support the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation.

Objective 4: Reporting and Analysis

• Compile & consolidate Mission Logistics Reports from the Bases the share with Logistics Manager
• Analyze fuel consumption reports from Bases and report where there are irregularities as well as advise on areas of improvement
• Prepare and share with Country Director and Finance Head of Department all pre-final & final donors reports needed according to donor’s guidelines;
• Prepare annual security and Logistics reports as requested by Coordination.

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
• Must be able to travel as required for standard domestic and international business travel as well as to the country offices if appropriate. Based on the country office needs, the time spent on field trips will be a minimum of a quarter of his/her working time. While visiting the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.

Gender Equality Commitments & Zero Tolerance to Abuse

• Foster an environment that reinforces the 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.
• Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.
• Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.

Required Qualifications and Professional Experience

• Bachelor degree in supply chain & Logistics Management or other relevant academic studies.
• Membership with CIPS (UK) and/or Membership of KISM will be an added advantage.

Required Skills & Competencies

• At least 2-3 years’ experience in similar assignment with busy international NGO preferred.
• Previous INGO experience in staff management, Logistics, finance and project follow up.
• Ability to work under pressure while multi-tasking.
• Results driven and demonstrable ability to set and communicate goals and ensure effective and appropriate decision making and problem-solving.
• Good team player, able to organize, train and motivate a multicultural team.
• Excellent written and verbal communication skills to motivate and influence.
• Fluent in English (professional English needed).
• Good general knowledge in field of IT, mechanic, radio & satellite communications.
• Possession of driving license is an added advantage.

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Purpose:

The role of the FSL Project Assistant will be to carry out community assessments to identify needs, technical surveys, liaise with the County Departments and implement group training on Good Agriculture Practices (GAP), Climate Smart Agriculture (CSA), livestock management, financial skills, group dynamics etc. and emergency intervention where required. Ensure linkage, synergies and complementarity with other sectoral interventions, i.e. Nutrition, WASH as well as proper coordination, consultation and information sharing with partners.

Represent Action Against Hunger in all coordination at the county and sub-county level, collaborate with other implementing partners, INGO, UN bodies and the local communities to ensure successful implementation of project activities

Engagement:

• Work in collaboration with the communities, local leaders, elders and local authorities at all stages of project implementation and represent Action Against Hunger towards partners at the field level when necessary: NGOs, local authorities, UN bodies and community representation (elders, chiefs etc).
• Collaborate with senior FSL Officer, Program Manager, all Project officers and other department field teams to contribute to defining technical strategy when required to ensure the projects are integrated.

Delivery

• Work with the Senior FSL Officer to prepare progress reports, quarterly donor reports, proposals development, Program reports and project procurement plan and contributes to survey reports
• Compile program reports on a timely basis in liaison with other program staff; Weekly SitRep, Monthly (statistical and narrative), Quarterly and annual donor reports.

Essential job functions

• In coordination with the FSL Senior Project Officer, M&E officer and county teams, participate in the design and conduct of all baseline assessments, surveys, and follow-up assessments
• Ensure that all beneficiaries and assessment data are kept organized and in an accessible manner
• To establish a positive and cohesive working relationship with the community and direct beneficiaries of the project and strive to listen particularly to women beneficiaries’ inputs
• To support the County government in clearly understanding the objectives, requirements and provisions of the projects
• To improve the participation of the beneficiaries in the decision-making process through management committees, appointed leaders, regular information sessions and administrative structures
• Support the county teams train and monitor food security activities in the field
• Create linkages with women groups to financial institutions, farmers associations, cooperatives, social services and private partnerships etc.
• To ensure the effective implementation of monitoring of activities in the area of operation:
• By working closely with the Senior FSL Program Officer, regularly monitor and evaluate Food Security and Livelihoods projects performance and provide timely inputs, feedback and impact of the ACF Food Security and Livelihoods interventions
• Establish a positive and cohesive working relationship with the community and direct beneficiaries of the project
• Document human interest stories and lessons learned on a quarterly basis.

Supervisory Responsibilities

• FSL Project Assistant position has no reporting line to manage

Fiscal Responsibility

• Prepare cash forecast in liaison with the other Project Officer in line with the work plans
• Ensure the expenditure is as stipulated in the budget lines and strict adherence to the budget limits
• Propose anticipated budget realignment in discussion with Project Officer
• In liaison with the Project Officer, monitor budget spending in line with spending plan; ensure diligence in grants utilization including timely spending and value for money.
• Support the Project Officer in monthly budget reviews and suggesting amendments to the finance team

Physical Demands

• While performing the duties of this job, the employee is required to travel for long distance in the community therefore require being flexible, work under pressure and work beyond working hours.

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance for five days per week with eight hours per day however, due to nature of programs, may be required to work longer hours and over the weekends.
• Must be able to travel as required for standard domestic based on the office needs. While visiting the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.
• Must therefore adhere to measures put in place to reduce the risks including COVID-19 infection prevention and control measures.

Gender Equality Commitments & Zero Tolerance to Abuse

• 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.
• Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.
• Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.
• 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 all cultures.

Required Qualifications and Professional Experience

• Bachelor’s degree in a relevant field such as General Agriculture, Agriculture Education and Extension, Agriculture Economics, Agribusiness, Agriculture and Human Ecology, Animal Science, Business Development and Marketing and any other related degree
• 2 years’ experience in a similar position.
• Experience from county/national government and INGO sectors is an advantage.
• Knowledge of main donor requirements including UNICEF, ECHO, USAID, EU, Private donors, etc.

Required Skills & Competencies

• Previous experience in Arid and Semi-Arid lands of Kenya
• Computer skills with excellence in Microsoft Excel and Word
• Good level of spoken and written English and Kiswahili. The local language is an asset
• Ability to work under minimal supervision and have an impact on input on program indicators
• Demonstrate capacity in constructively engaging local authorities and local partners.
• Excellent organization, coordination, and report writing skills