Kenya: Country Logistic Manager- Kenya and Somalia

Organization: Agency for Technical Cooperation and Development

Country: Kenya

Closing date: 25 May 2016

Department: Logistic

Position: Country Logistic Manager- Kenya and Somalia

Contract duration: 12 months

Location: Nairobi- Kenya

Starting Date May 2016

I. Background on ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.

ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.

We go the last kilometer: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. ACTED develops and implements programs that target the most vulnerable amongst populations that have suffered from conflict, natural disaster, or socio-economic hardship. ACTED’s approach looks beyond the immediate emergency towards opportunities for longer term livelihoods reconstruction and sustainable development.

With a budget of 164 million EUR in 2014, ACTED is active in 35 countries and implements more than 450 projects a year reaching over 8 million beneficiaries with 400 international staff and 4,300 national staff.

II. Country Profile

Capital Office : Nairobi

National Staff : 76

Areas : 6 (Samburu, Baringo and Mandera in Kenya and Gedo, Baidoa and Lower Juba in Kismayo)

On-going programmes : 5

ACTED launched its Kenya mission in January of 2008 with an emergency assistance program for residents in Nairobi slums affected by the post election violence. Since 2009, Nairobi has also been the home base of ACTED’s relief operation in South-Central Somalia.

In 2015, ACTED has been delivering emergency as well as long term development programming across the Arid and Semi-Arid Lands and is focussed on Early Warning, Disaster Risk Reduction and Resilience interventions. Main activities have included strengthening its Community Managed Disaster Risk Reduction (CMDRR) and improving and integrating community and County Early Warning Systems (EWS). A special emphasis has been placed on its work with the County Governments and the National Drought Management Authority (NDMA) in order to improve coordination, financing, information sharing, dissemination and learning on emergency preparedness and response.

In 2015, ACTED’s operations in Somalia are focused on Food Security, Livelihood, WASH, and Multi-sector Resilience programming. ACTED has the capacity to deliver immediate emergency programming and longer term development, incorporating Social Safety Net and Disaster Risk Reduction components. ACTED is a leading player in the delivery of cash transfers programming.

ACTED’s interventions aim to support those districts which are underserved, difficult to access, and display high levels of vulnerability. ACTED is operational in Bay, Gedo and Lower Juba Regions. In some of these areas, ACTED is the only INGO present and therefore high security risks are experienced because of Al Shabab presence.

III. Position Profile

Under the direct supervision of the Country Director, key responsibilities include:

1. Logistical Management

– Logistical management of Mission premises:

Oversee the furnishings of premises (offices and guesthouses);

Supervise maintenance and repairs of premises;

– Provision and replenishing of office supplies:

Identify needs in stationery and office supplies;

Establish a follow-up procedure for the stationery store;

Undertake purchases and storage of supplies;

– Financial Management:

Manage the expenses for the logistical department ;

Provide documentary justification of expenses to the Country Finance Department;

2. Procurement, Stock Management and Suppliers

– Database of Local Suppliers:

Undertake a market study;

Set up and maintain a database of local suppliers, detailing criteria of quality, price, service, ethics etc;

– Follow up of Procurement Procedures, conforming to procurement guidelines :

Undertake quotations or launch Calls for Tender;

Purchase goods, draft contracts;

Receive merchandise and oversee the customs procedures for imported goods;

Check the condition and nature of goods received as required by the contracts;

Manage the presentation, circulation, filing and archiving of procurement documents, conforming to FLAT procedures;

– Management of Stocks and Supplies:

Identify warehouses for storages, ensure premises are furnished and made secure for use;

Establish tools for stock management;

Undertake periodic inventories;

Manage stock movements and distributions of goods in the framework of project implementation;

3. Management of the Vehicle Pool and Transportation

– Management of the Vehicle Pool:

Organise the allocation and daily availability of vehicles;

Establish tools for vehicles follow-up: log books, technical check-ups etc.

Ensure the maintenance of and undertake a monthly inventory of the vehicle pool;

Calculate and check the monthly cost of each vehicle (fuel consumption, repairs) in coordination with the CFO;
– Transportation management:

Identify companies for the transportation of stock;

Elaborate and follow a timetable of stock delivery for projects;

Complete and file waybills ;

Organise and oversee loading and unloading of goods;

Ensure administrative and custom requirements are adhered to;

4. Management of Technical Equipments

– Management of the IT Network:

Organise the installation of computing hardware and software (computers, printers, scanners, photocopiers, Network systems);

Identify suppliers of Internet access and negotiate service contracts;

Ensure back-ups of information and files are kept on the server;

Ensure the maintenance and undertake a regular inventory of IT equipment;

– Management of Communication equipment:

Organise the installation of communication equipment: telephones, HF and VHF radios;

Train staff in the use of such equipments;

Ensure the maintenance and undertake a monthly inventory of communication equipment;

Calculate and check the monthly communication cost of each base (telephones, e-mail, Internet), in coordination with the CFO;

– Management of Power supplies equipment:

Organise the installation of equipment: generators, solar panels etc;
Train staff in the operation of such equipments;

Ensure regular maintenance and undertake a monthly inventory of equipment;

5. Department Follow-up

– Team leadership:

Update the organization chart and ToRs of the logistics department according to the mission development;

Oversee the team and undertake appraisals of directly supervised colleagues;

Ensure training and capacity building for logistics team members in order to increase the level of technical ability and skills within the department;

– Internal Procedures and Information Flows;

Develop relevant management procedures within the team;

Improve information flows within the department and with other departments and projects

IV. Qualifications:

• At least 2-3 years of working experience in insecure environments; preferably in Africa, Asia, or the Middle East;

• Extensive experience in logistics and/or security management and procedures;

• Demonstrated communication and organizational skills;

• Ability to train, mobilize, and manage both international and national staff

• Flexibility and ability to multi-task under pressure;

• Ability to work well in unstable and frequently changing security environments;

• Willingness to work and live in often remote areas under basic conditions;

• Proven ability to work creatively and independently both in the field and in the office;

• Advanced proficiency in written and spoken English

• Knowledge of local language and/or regional experience highly desirable

V. Conditions:

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  Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus

  
  


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  Additional monthly living allowance

  
  


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  Free food and lodging provided at the organisation’s guesthouse/or housing allowance (depending on contract length and country of assignment)

  
  


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  Transportation costs covered, including additional return ticket + luggage allowance

  
  


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  Provision of medical, life, and repatriation insurance + retirement package

  
  

How to apply:

Please send, in English, your cover letter, CV, and three references to jobs@acted.org

Ref : CLM/KEN/SA

For more information, visit us at http://www.acted.org