Logisitics and Procurement Officer Job in Kenya

Pact is an International Non Governmental Organization that facilitates institutional development of civil society organizations (CSOs) through capacity building and partnerships. As a development organization focusing on capacity building, we are committed to building the capacity of local organizations, networks and coalitions.

The PEACE II project; a 4-year project, in its final year funded by the United States Agency for International Development (USAID) aims to enhance African leadership in the management of conflict within the Horn of Africa.

It also intends to improve the ability of communities and community based organizations to respond to conflict by strengthening the linkages between communities and the wider civil society and government at the local and regional levels in the border areas of this region.

In this regard, Pact is seeking to recruit a qualified candidate for the position of, Logisitics and Procurement Officer.

The officer will provide administrative and logistical support to the program and partners across the region. Pact expects the majority of the grants to be in-kind grant due to the nature of the partners and hence the need for sufficient logistics and procurement support.

Position: Logistics and Procurement Officer – PEACE II

Duty Station: Nairobi

Supervised By: Small Grants Manager – PEACE II

Supervises: NA

The Logistics Officer will provide administrative and logistical support to the program and partners across the region. Pact expects the majority of the grants to be in‐kind grants due to the nature of the partners and hence the need for sufficient logistics and procurement support.

Specific Duties and Responsibilities:

A. Transportation / Movement of goods

• Coordinate transport of cargo and field supplies for day to day operations.
• Coordinate transport of supplies and facilities if any, to peace meetings and workshops within Nairobi and to the field
• Coordinate use of the project vehicle by staff and PEACE II in Nairobi and during field trips
• Document the movement of goods/equipment/supplies/

B. Transportation/Movement of people

• Arrange transport for staff i.e. road travel and charter flights
• Document the movement of people on the relevant forms
• Coordinate transport of people for day to day operations.
• Coordinate transport and accommodation of participants attending peace meetings and workshops within Nairobi and in the field

C. Procurement

• Implement a purchasing system for local purchasing, and oversee all such activities
• Ensure that requisitions are raised for various goods and services
• Submit and follow up on purchase requisitions for any new equipment required
• And that they are properly filled and signed by the relevant authorities and copies made for attachment to invoices.
• Maintain the filing system
• All working documents regarding purchases should be accurately completed and duly signed, recorded and easily retrievable

D. Inventory

• Ensure that the asset inventory records are kept up to date.
• Ensure that assets are disposed of in an approved manner, with the consent of the donor agency and under the regulations of Pact Inc
• Develop monthly status reports on supplies such as consumable goods and stationery.
• Implement a tracking system of all goods under transit which do not have a waybill.
• File the waybills
• Supervise the stores and keep the stock cards and inventories updated
• Responsible for issuing any item from the store through a form request
• Make a monthly report on goods movement

E. Equipment

• Carry out a physical inventory and subsequently document all equipment, including computers, radio, satellite telephone, and printers, video equipment, and quick‐move packs, food, fuel, etc on a regular basis and forward the report to the Administration Manager
• Check the equipment coming back from the field and check if any repair needs to be done with applicable recommendations and action to be taken within specified time periods
• Receive and account any equipment in the Nairobi office
• Ensure proper storage and maintenance for all equipment

F. Communications

• Adhere to the communication systems and communication protocols, based on standard operating procedures
• Ensure constant, efficient and effective communication relating to logistics
• Ensure proper communication by all staff when away from the field site
• Assist in answering the telephone and take proper and complete messages

Desired Skills and Experience

The Logistics and Procurement Officer will be expected to:

• Maintain a positive, participatory work environment where information is shared, staff input is considered and a healthy team spirit thrives.
• Initiate and encourage inter‐sectoral information sharing and cooperation, exercising respect for cultural diversity.
• Perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure.
• Accept responsibility for the direction, control and planning of an activity but also work independently
• Relate to others in a manner that creates a sense of teamwork and co‐operation and maintain effective communication with colleagues, both junior and senior.
• Respond appropriately to environmental and safety hazards and function effectively in emergency situations and utilize systems effectively to ensure economical use of equipment and supplies.
• Have the ability and willingness to travel at short notice for at least 33% of the time.

Qualifications

The minimum required academic and professional skills for the jobholder to perform successfully in their job:

• A bachelors degree in logistics, supply chain management or related field experience
• At least 5 years relevant work experience in a demanding environment
• Willingness to work extended periods in the field.
• Proven leadership, management, communication, inter‐personal, decision‐making and analytical skills.
• Ability to work with minimum supervision.
• Highly proficient in Ms Word, Excel, Access, Power‐point and Internet research
• Knowledge of managing USAID funds will be an added advantage

Note: Peace II is in the fourth year of funding from USAID and is anticipating an extension of the project soon.

Kindly submit your applicantions to

PEACE II Chief of Party Pact,
P.O. Box 76390-00508
Nairobi, Kenya

or electronically to kenyahr@pactafrica.org, quoting the Reference Number: (P1/ LPO/2011)

Deadline for applications submission is Friday 15th April 2011 4pm

Only candidates short-listed for interviews will be contacted.

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