Logistics Coordinator | ReliefWeb

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

Applications are invited from suitably qualified Kenyan nationals for the following position:

Job Title: Logistics Coordinator

Reports to: Country Director - Kenya

Direct Reports: Manager – Logistics

Job Location: Nairobi with frequent travel to the field

Liaises with:

Programme Director

Country Financial Controller

Area Coordinator and Base Manager in Marsabit

Contract Details:

Open Ended Contract with Pension

Starting Salary of the Pay Grade Kes 335,161

Group Medical Cover (1 Principal and 2 Dependants)

Group Life Insurance Cover

Group Personal Accident Cover

Job Summary:

To provide strategic and technical leadership in the management of the logistics function in relation to procurement, stores, warehousing, customs and transportation including ensuring timely, efficient and effective logistical support to all programmes

Duties & Responsibilities:

General Logistics Management

· Manage the Logistics function in the Kenya office

· Roll-out country-specific Logistics manuals that are consistent with Concern’s global policies, local law and local practice

· Submit monthly and quarterly and annual logistics reports

· Participate in interagency logistics meetings and provide reports to the Country Director on key points from these meetings

Procurement Management

· Implementation of policies and procedures as per the Concern Worldwide procurement manual

· Prepare tender documents and supply contracts

· Prepare supply framework agreements with identified suppliers

· Supervise procurement functions ensuring that organizational procedures are followed and also that Concern gets value for money

· Assist in developing an efficient and effective supply chain with the aim of reducing operational cost

· Ensure that a database is kept of suppliers and prices for frequently procured goods and services

· Ensure extensive supplier and market reviews are carried out

· Ensure that requested goods and services are procured in a timely manner

· Ensure that all procurement files are maintained as per logistics manual and financial requirements

· Ensure all paperwork is properly filed and compliant with Concern procurement procedures

· Follow the clearance process for imported goods and ensure all necessary documents are produced to facilitate the process

· Consolidate the annual procurement plan and update as new grants are approved

Stores Management

· Review Concern stores to confirm that they are fit for purpose, are organized and managed according to Concern stores manual

· Train Concern stores staff on Concern stores procedures

· Ensure that fixed assets registers are updated and verified quarterly

· Ensure that all procedures and documents pertaining to asset management Implementation of policies and procedures are fully compliant with organizational procedures

· Ensure donation certificates, with recipient signatures, are obtained and filed for all assets and equipment donated to Concern or our beneficiaries and partners

· Ensure monthly reconciliation and verification of donations-in-kind

· Ensure compliance with donor and organizational procedures for disposal of obsolete items.

· Provide advice on the correct storage of food at mobile and static nutrition sites (at Health Facilities etc.)

Transport Management

· Ensure effective fleet management is in place in all locations, in accordance with Concern procedures

· Ensure monthly transport reports are submitted on fuel usage, mileage, repairs & maintenance for each vehicle

· Ensure all transport reports are reviewed and any issues are escalated and resolved

· Ensure payments are made and correctly coded for vehicle hire and for fuel

· Ensure accurate records and reconciliations are carried out for pre-paid supplies e.g. bulk fuel

· Ensure that health and safety equipment is in working order (First Aid Kit, Fire Extinguishers etc.) in each vehicle

People Management

· Manage the Nairobi based logistics and IT staff

· Support and coach field based logistics staff

· Carry out training in logistics for relevant staff in all locations, as required

· Ensure that all positions have up-to-date job descriptions

· Ensure that Concern’s Performance Development Review process is carried out for each Nairobi based logistics and IT staff member

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

Programme Participant Protection Policy

· To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct.

· To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.

· To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6).

Job Specification:

· A master’s degree in Logistics, Procurement, Supply Chain Management, Operations Management, Business Administration, Management

· Relevant professional certification in supply chain management, business administration or relevant field

· At least seven (7) years’ relevant experience with an International NGO with at least three (3) years supervisory/managerial experience in a similar role. Experience in emergency response and in setting up emergency logistics operations and setting up logistics systems and related administrative procedures in general is essential. Experience in supervising, managing/coaching and training others; knowledge of international ordering procedures and documents i.e. cargo manifests, good understanding of in-country customs and clearing procedures and supply line to projects; ability to implement road and air transportation plans and procedures, in compliance with country regulations. Experience of working in insecure environments and knowledge of security management systems and approaches by NGOs

· Excellent interpersonal, communication, planning, organizational, leadership and negotiation skills

· Proficient in the use of computer applications

· Fluent in both spoken and written English and Kiswahili

· Confidentiality, integrity and ability to handle sensitive situations

· Ability to work under pressure

· Flexibility, reliability, cultural sensitivity, resilience and resourcefulness

· Initiative and above to work with minimal supervision

· Empathy with organizational Vision, Mission, Goals and Objectives; commitment to humanitarian principles and actions

Disclaimer Clause:

This job description is not exhaustive and may be revised by the line manager from time to time.

How to apply:

Interested candidates, who meet the above requirements, should send their CV and cover letter only to nairobi.hr@concern.net with the subject of the email as ‘Logistics Coordinator. The closing date for applications is Sunday, 7^th January 2018.

Each application must include at least three referees who can validate technical expertise.

Telephone contacts must be submitted with the application.

Only shortlisted candidates will be contacted for interview.

Concern has a Programme Participant Protection Policy and Concern Code of Conduct which has been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission.

Any candidate offered a job with Concern will be expected to sign the Programme Participant Protection Policy and Concern Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Code of Conduct candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of this document.

Any breach of the Programme Participant Protection Policy and Concern Code of Conduct by employees of Concern during the course of their employment will result in disciplinary action up to, and including, dismissal

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

CONCERN WORLDWIDE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT CHARGE FOR ANY KIND OF RECRUITMENT