Job title: Driver / Administrative Assistant

Unit / dept / delegation: Norwegian Red Cross, East Africa Regional Representation, Nairobi

Reports to: Programme Officer

Purpose: To provide driving and administrative support to the Norwegian Red Cross staff and programmes managed by the regional representation in Nairobi.

Duties applicable to all staff

Actively work towards the achievement of the Federation's goals.Abide by and work in accordance with the Red Cross Red Crescent principles.Perform any other work related duties and responsibilities that may be assigned by the line manager.Key Responsibilities

Vehicle Operation

Safely drive Federation fleet vehicles for the transport of passengers and cargo as instructed and ensure that all occupants of the vehicle are wearing safety belts. Driving assignments include field trips to rural areas with overnight stays.Ensure proper use and security of assigned Federation vehicles and equipment. Also ensure the vehicles are cleaned, refuelled and are in operational condition at all timesMake correct entries into the log book and ensure proper records are kept of all the spare keys, repairs, equipment (e.g. radios, antennae, etc) and fuel intakesPerform daily inspections for the assigned or any other vehicles and report to the supervisor accordingly Understand and obey all applicable traffic signs, rules and regulationsObey all lawful instructions of Police Officers in respective countries where the assigned vehicle will be drivenComply with working hours as regulated, in accordance with the operational requirements of the East Africa Regional RepresentationMake any such repairs that are necessary for the efficient operation of the vehicles including changing tyres in case of a puncture, changing oils, car batteries, etcAdvise supervisor of needed maintenance of the assigned vehicleCarry out pre-repairs and post-repairs inspectionFollow up monthly service repairs and generate reportsPerform other technical duties as assignedAdministrative responsibilities
Assist the Programme Officer to follow up and ensure timely organisation of all welcome services provided to Norwegian Red Cross delegates, staff, visitors as well as partner national societies in close coordination and communication with the Programme Officer.Assist the Programme Officer to manage incoming and outgoing correspondence and ensure information is passed to the relevant recepients.Assist the Programme Officer in maintaining accurate Asset Inventory for the Norwegian Red Cross Regional Office and follow up on Asset’s register for programmes managed at the officeManage and supervise the cleaning services provided to Norwegian Red Cross offices.Assist the Finance Officer with payment vouchers for all invoices approved for payment; code the payments as appropriate.Assist the Finance Officer check cash books against budget from programmes managed at the Norwegian Red Cross regional office.Assist in filing and labelling payment receiptsFollow up repair work at delegates’ houses as instructed.Purchase of small items for office use.Required Qualifications

Education and Certifications

Secondary level educationValid Kenyan driving licence and valid certificate of good conductMinimum 5 years working experience in a similar positionWorking experience with international organisations, NGO or Embassy is highly desirableFluency in spoken and written English and Kiswahili Proficient computer skillsMechanical knowledge, training in first aid or security is an advantageBroad understanding of Red Cross/Red Crescent activitiesHigh degree of integrity, discretion and personal conductFlexible and adaptable to changing working conditionsSelf-motivated, proactive with good judgement and initiativeExcellent interpersonal and written communication skillsAbility to prioritise, meet deadlines and work under pressureSensitive to diversityAttention to detailAble to work in a multicultural teamGood inter-personal skillsAble to work under minimum supervisionGood stress management with a sense of humourSubmission of applications:

Applications should be submitted to zonehr.easternafrica@ifrc.org; to be received not later than 17th November, 2011.

Kindly note that:

1. Only e-mail applications will be accepted.

2. Due to large volume of applications, only short listed candidates will be contacted.

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Job Description

Job title: Logistics Manager
Unit/dept/delegation: Logistics Department, East Africa Regional Office, Nairobi
Reports to: Regional Representative
Responsible for: Logistics Officer, Procurement Officer

Purpose

The Logistics Manager will report to the Support Services Coordinator and manage the Federation’s logistics operations and staff and in cooperation with the National Society will ensure the efficient and effective delivery logistics services.

Key Responsibilities

Implement/maintain Federation standard practices in logistics procedures. Advice and assist in the procurement of goods and services on behalf of country delegations, ONS's and PNS's in the RDN area (s) of operation following Federation standard practises and keeping documentation to full audit trail standards and provide advice/negotiate contracts required by the delegation for goods and services.Plan and organise the subsequent forwarding of any locally, regionally or internationally procured/donated/received/mobilised material and equipment by sea/land/air as required after due consultation and liaison.In consultation and liaison with the Regional Representative, plan, organise and maintain receipt and forwarding of all relief and other items in the regional warehouse.Provide timely, accurate stock and inventory reports for Management information and donor reporting purposes.Ensure that all customs formalities are quickly undertaken / processed in order to maintain the import/export flow of Federation relief supplies and other material and equipment's.Provide timely advice and technical support on logistics issues to other functions within the delegation.To support, train and develop Delegates, National Staff, delegation staffs and National Society staff as required, on logistics procedures.Liaise with international, government and non-government agencies and collaborate with them as appropriate including the relevant Desks and the Logistics Service at the Secretariat in Geneva and Dubai RLU.Provide management, guidance and maintenance of logistical fixed assets, including the arrangement of insurance.In consultation with the Regional Representative, identify programmes requiring support within the logistics areas of responsibility, and plan and budget for these requirements. This will include providing capacity building through mentoring and training to enable personnel to gain a high standard of knowledge and experience, thereby allowing them to become self-reliant within their fields.Ensure IFRC procedures and systems are correctly implemented with regards to supply-chain management, procurement, and warehousing, fleet management and asset inventory management. Ensure accurate and up to date records and reporting systems are maintained including, but not limited to, procurement, warehouse management, commodity tracking systems, transportation, fleet maintenance, fuel consumption, asset inventory. Review all IFRC logistics procedures and systems in order to improve or modify with regard to the current requirements. Co-ordinate and manage the supply and logistics support for delegation operations, including requisitioning, receiving, storing and issuing goods.Provide supervision and direction of the Federations procurement systems.Plan, co-ordinate and manage transportation operations in support of the East Africa Regional Representation.Overall management of the vehicle fleet, including dispatch planning and the management of drivers.Co-ordinate logistics functions with the National Societies, integrating operations as far as possible, with the goal of transferring operational responsibility to the National Societies.Provide logistics technical co-ordination and advice to other departments and functions within the delegation.Supervise the Procurement Officer, Logistics Officer and the Drivers.Any other duty assigned by the supervisorWork towards the achievement of Federation goals in the region of operation through effective managerial and lateral relations and teamwork.Ensure understanding of roles, responsibilities, lateral relationships and accountabilities.Perform other work related duties and responsibilities as may be assigned by the supervisor.Establish and ensure effective working relationships with the staff.Ensure effective working relationships with National Societies’ counterparts and leadership.Ensure effective working relationships with technical and service departments at the Regional Office, Zone Office and Geneva Secretariat level.Target Profile

Education and Experience

Masters Degree in Logistics/ Procurement, Business Administration A professional Logistics/Procurement qualification will be an added advantage. 7 years or more experience in logistics/procurement management, planning, reviews and capacity buildingPractical knowledge of computers (Word processing, spreadsheets, word processing, power point and e-mail)Experience in Logistics ManagementExperience in coachingExperience in training and developing skillsExperience in planning and managing budgets and projectsExperience in narrative writingFluency in English and KiswahiliAble to work in a teamHigh degree of integrity, discretion and personal conductFlexible and adaptable to changing working conditionsSelf motivated, with good judgment and initiativeExcellent inter-personal skillsAble to prioritize and meet deadlinesSubmission of applications:

Applications in sealed envelops clearly marked `Logistics Manager` should be submitted to the

Human Resource Office, East Africa Office,
International Federation of Red Cross and Red Crescent Societies,
P.O. Box 41275–00100,
Nairobi

or email address zonehr.easternafrica@ifrc.org

to be received not later than 20th October 2010.

Only short listed candidates will be contacted.

For a more comprehensive collection of jobs in Kenya, visit our new Kenyan Jobs Website http://www.kenyan-jobs.com/

Maintain and implement the Federation standard warehousing and logistics policies / practices and keep all records that are necessary for conducting audits and inspections.Ensure the correct storage, rotation of stock and proper structural maintenance of warehouse to keep all stocks in good condition.Maintain accurate stock control and records at all times and provide weekly/monthly stock reports to the Logistics ManagerParticipate in the procurement of goods and services, and render such advice as may be necessary for the proper provision of logistics support.Organise local labour to effect the timely and efficient receipt and dispatch of goods to and from the warehouse.Maintain communications with the relevant departments of EARO and Partner National Socities to ensure the timely and efficient receipt and dispatch of goods from the warehouse in support of their operations.Lodge the necessary documents with the Ministry of Foreign Affairs, Kenya Revenue Authority, and any other external partners and follow up for their approvals, and subsequent delivery of documents and cargo to the respective desks and offices.Facilitate timely Customs clearance EARO import / export cargo through coordination with appointed clearing agentsCoordinate transport and delivery of EARO cargo with appointed transport contractors.Prepare monthly and adhoc warehousing and logistics reportsFleet, Transport and Driver Supervision
Organize all daily duties of drivers and vehicles according to the Fleet Management procedures in place.Supervise and monitor all drivers in their daily duties (daily vehicle inspections, preventative maintenance reporting, Logbooks, cleaning of vehicles, etc.)In coordination with Logistics Manager and sub-regional Fleet Officer facilitate the examination, recruitment, testing, training and evaluation of drivers.Vehicle controlControl and monitor all vehicle movements, to ensure that no vehicles leave the compound without authorization.Plan and provide all the transport services for programme activities, airport transfers and for all day-to-day operations of the region office - in line with the stipulated transport request procedures.Ensure that daily and weekly vehicle and stand-by generator inspections are performed, and that regular servicing is carried out.Facilitate the repair or recovery of vehicle and generator breakdowns when required, including repair / recovery outside of working hoursEnsure the sound operational condition of the standby generator, and that it is powered as and when it becomes necessary.Ensure the vehicles are always clean, insured and road worthy and that all accidents, repairs and defects are reported and attended to.Assist the Fleet Officer in planning, preparing and controlling the activities related to maintenance and service of vehicles in Kenya.Co-ordinate and monitor, together with the sub-regional Fleet Officer, the existing service and maintenance contracts with the applicable Workshops and suppliers to ensure the best possible service and maintenance for the vehicle fleet.Ensure that all fleet related expenses are captured and data entered in the fleet wave system.Prepare regular reports on vehicle mileage, lease and rentals, fuel consumption, repairs and maintenance in accordance with Federation standards. This includes data entry on the Fleetwave system and generation of reports from the system.Deal with any road accidents involving IFRC vehicles and be able to travel to the accident site to deal with the victims, driver and police in accordance with Federation Standard practices. Follow-up proper reporting and documentation of accidents and claims.Receiving and processing of fleet related supplier invoices in Nairobi.Respond to feedback received from vehicle users on driver / vehicle performance.Maintain all EARO Fleet related records and documents (vehicle 3rd Party local insurance, driver file index cards, vehicle file index cards, driving test reports, driver authorization, drivers rules and regulations, mission orders, transport requests, vehicle fuel logs, vehicle fleet related requisitions and invoices, vehicle work/repair orders, vehicle daily inspection reports, vehicle handover reports and all other fleet documents).Support any other logistics functions within the Region as may be directed by the Logistics Manager.

Required Qualifications

Education

A degree in any fieldDiploma in Logistics and Stores Management3 years or more experience in warehouse management, fleet management and general logistics.Previous experience working at the Federation Delegation, ICRC and/or National Society will be an added advantage.Fluency in English and SwahiliKnowledge of French is an assetOffice organisational and secretarial skillsGood knowledge of Store Keeping preferably within an international humanitarian agencyGood knowledge of fleet management preferably within an international humanitarian agencyGood computer skillsBroad understanding of RC/RC activitiesHigh degree of integrity, discretion and personal conductFlexible and adaptable to changing working conditionsSelf-motivated, proactive with good judgement and initiativeExcellent interpersonal and written communication skillsAbility to prioritise, meet deadlines and work under pressureSensitive to diversityAttention to detailAble to work in a teamGood inter-personal skillsAble to work under minimum supervisionKenyan nationals only

How to apply

Applications by email only to email address zonehr.easternafrica@ifrc.org to be received not later than 25th October 2010.

Do not apply if you had applied for this position earlier.

Only short listed candidates will be contacted.

For a more comprehensive collection of jobs in Kenya, visit our new Kenyan Jobs Website http://www.kenyan-jobs.com/