Action Africa Help International (AAH-I) is a regional African-led non-governmental organisation that supports livelihood-challenged communities in East and Southern Africa to sustainably improve their well-being and standard of living. With Country Programmes in South Sudan, Uganda, Zambia, Somalia, and Kenya, AAH-I has over 20 years’ experience working with communities in conflict and post-conflict situations, including refugees, internally displaced people and host communities. More recently AAH-I has expanded its activities to work with other marginalised communities including pastoralists and urban slum dwellers.
Department: Operations (Logistics & Procurement Unit)
Reports to: Senior Logistics & Procurement Officer
Liaises with: Workshop Officer, Warehouse Officer and LMIS/ICT Officer**
Duty Station: Kakuma, Kenya
Purpose of the role:
- Assist in the overall logistics management to ensure effectiveness and efficiency in operations in line with AAHI and donor guidelines.
Duties & Responsibilities
- Assist in monitor the performance of all drivers in line with donor and AAH guidelines.
- Assist in the maintenance of operational records concerning allocation of vehicles, scheduling and rescheduling of work duties for drivers.
- Liaise with the Logistics, workshop and warehouse officers on all matters relating to running the logistics operation.
- Assist in the supervision of activities pertaining to fleet management and administrative issues, in collaboration with the respective partners.
- Coordinate with the workshop Officer to ensure vehicle repairs and maintenance are conducted professionally and in a timely and through manner.
- Ensure the adherence of AAH rules, regulations and procedures by logistics staffs, and use of safety measures within the sectors.
- Participates in the selection of suppliers in the tender committee and conduct a comparative analysis on supplier prices.
- Participates in reviewing and evaluating the performance of the suppliers.
- Assist in verifying that the required order is within the agreed budget.
- Assist in ensuring proper processing of procurement requests from programs.
- Ensures the timely delivery of quality products and services at the lowest possible cost:
- Submit final invoices to the Finance and Accounts Department for payment
- Ensures the proper management of procurement department operations in the absence of the procurement officer.
- Ensuring proper stacking/packing, spacing is done at the warehouse to allow verification and free movement and avoid accident.
- Preparing stock report on a weekly basis and ensuring that records are well maintained.
- Assist in warehouse inventories and periodical stock reconciliations.
- Checking and inspecting of all goods received for quantity and specification as per bill of loading/packing list/waybills/invoice and ensuring proper recording.
- Performs other duties and task as requested by management.
Expected Outcomes
- Efficiency in the warehouse and logistics department.
- Proper and efficient usage of the fleet of vehicles as per donor requirement.
- Proper adherence to laid down procedures and deadlines and effective filing of logistical documents.
- Understanding of the functioning of warehouse and logistics department
- Assist in administration, execution and coordination of procurement activities.
Minimum Personal Specifications
- Minimum academic qualifications required
- Diploma in Logistics Management or comparable training.
- At least 3 years professional experience in the logistics field.
- Valid BCE Driving License.
- Good computer literacy, with knowledge of Microsoft Office applications including Word, Excel, power point and Outlook
SKILLS AND COMPETENCIES
- Experience in fleet, Warehouse and procurement management
- Very good working knowledge of ICT technologies (related software, email, internet and computer applications)
- Ability to take initiative and work independently
- Good organizational and team skills.
- Degree of accuracy and attention to detail
- INGO experience and understanding of humanitarian sector- an added advantage.
- Commitment to and understanding of AAH-I’s vision, mission and values.
Desirable Skills
- Communicational skills (written and spoken)
- Team-work and participation
- Level of self-supervision and ability to take initiative
- Technical side of the job (numeracy, report-writing, critical thinking, leadership, etc.)
- INGO experience and understanding of humanitarian sector
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