Concern Logistics Coordinator Jobs in Kenya
Concern Logistics Coordinator Jobs in Kenya
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
Main 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, quarterly and annual logistics reports
Participate in interagency logistics meetings and provide reports to the Systems Director on key points from these meetings
Procurement Management
Implement procurement policies and procedures as per the Concern Procurement Manual and donor policy
Oversee the whole procurement process; review requests, submission of RFQs, quote evaluations, issue contracts/ POs, framework agreements with identified suppliers
Lead in any tender or prequalification processes – preparation of dossiers, opening session, evaluation of bids, site visits and reports.
Manage recurring contracts and milestone payments as per contract
Enforce controls in the procurement process and adherence to segregation of duties
Ensure that a database is kept of suppliers and prices for frequently procured goods and services.
Regularly review the prequalified supplier database by evaluating supplier performance within the framework agreements
Work closely with the clearing and forwarding company/agent, follow through the clearance process for imported and exported goods
Consolidate the annual procurement plan and update as new grants are approved working closely with program teams.
Liaise with department heads in adhering to procurement process timelines and budgets
Stores & Distribution Management
Review Concern stores to confirm that they are fit for purpose, are organized and managed according to Concern stores manual
Bi annually train Concern program and logistics staff on Concern stores procedures
Ensure that all procedures and documents pertaining to asset management 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 donor and organizational compliance for disposal of obsolete items.
Provide advice on the correct storage of food at mobile and static nutrition sites (at Health Facilities etc.)
Review distribution files to ensure completeness and accountability i.e. distribution lists that correspond to purchasing records filed and files closed after every distribution.
Before the end of a grant report any outstanding items/materials for distributions and compile summarized distribution records for reporting as required by Concern and Donor policies.
Transport Management
Ensure effective fleet management is in place in all locations, in accordance with Concern procedures
Ensure all transport reports are reviewed and any issues are escalated and resolved
Ensure accurate records and reconciliations 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
Financial Management
Develop accurate transport budgets for donor proposals and as part of Concern’s annual budget processes. Work with teams to ensure donor budgets include the required systems support for programme implementation.
Manage transport expenditure and budgets in consultation with BHs & Systems Director, ensuring resources are optimally utilized and spending is in line with Concern procedures and Donor requirements.
Programme Support
Provide technical advice and support to programme staff and managers on specific logistics issues to ensure the efficient implementation of programmes.
Support the Systems Director at the start of any new donor contract to have a Procurement plan (PP) in place, identify and communicate all donor-specific requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project
Advise programme staff on distribution procedures to communities, (including DIK) & construction works and ensure that they are in line
with donor requirements
Advice on compliance with policies and document through systematic and random verifications of policy implementation and logistics records
People Management
Manage the Nairobi based logistics staff
Support and coach field based logistics staff
Carry out training in logistics for relevant staff in all locations, as required
Ensure that Concern’s Performance Development Review process is carried out for each Nairobi based logistics
Ensure that work within the team(s) is planned and organized in a way which will meet the organization’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently while also ensuring appropriate segregations of duty for control purposes
Identify and take appropriate action to fill resource gaps (launch timely recruitment to replace leavers).
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 organizations 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).
Accountability:
Promote and ensure compliance with the Core Humanitarian Standard (CHS) commitments and quality criteria
Ensure that all staff are familiar with the principles underpinning accountability, safeguarding and Concern’s Complaints and Response Mechanism (CRM) and ensure that information about Concern’s commitments on accountability and safeguarding are disseminated among programme participants and communities
Ensure that the CRM is functional, effectively implemented and accessible in all programmes’ locations, enabling safe reporting of both programmatic and sensitive complaints, including safeguarding concerns, ensure that complaints are welcomed, managed and responded to in a timely, fair and appropriate manner; ensure that sensitive complaints, including safeguarding concerns, are handled with utmost confidentiality and that the safety of the complainants and those affected is prioritized at all stages.
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 ten (10) years’ relevant experience with an International NGO with at least five (5) 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.
Excellent interpersonal, communication, planning, organizational, leadership and negotiation skills and proficient in the use of computer applications
Fluent in both spoken and written English and Kiswahili
Confidentiality, integrity and ability to handle sensitive situations
Flexibility, reliability, cultural sensitivity, resilience and resourcefulness
Empathy with organizational Vision, Mission, Goals and Objectives; commitment to humanitarian principles and actions.
How to Apply
Please send a cover letter, a detailed cv with three referees with ”**Logistics Coordinator-Nairobi ”** on the reference line to
nairobi.hr@concern.net on or before 7th June 2021.Only shortlisted qualified candidates will be notified.
Candidates must be legally entitled to work in Kenya at the time of application
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