Logistics Job in Kenya - International Rescue Committee (IRC) in Kenya (Re-Advertisement)

The International Rescue Committee (IRC) in Kenya serves vulnerable populations in the Turkana region and refugees in the Kakuma, Dadaab camps and in the Eastleigh, Nairobi.

The IRC implements programs in the areas of comprehensive primary health care, nutrition, protection, peace building, sanitation and hygiene and HIV/AIDS and prevention and response to gender based violence issues.

Applications are invited for the position of:

Logistics Manager (Re-advertisement)

Overall Objectives of the position: To provide all necessary logistical support to the Logistics Coordinator to enable field project activities to proceed with maximum efficiency while adhering to IRC’s logistics procedures.

Over all Responsibilities

The Logistics Manager will work under the supervision of the Logistics Coordinator and should be a strong team member who can assist in the continued development of the logistics team and contribute to the further effective running of IRC activities in Kenya.

He/She will be based in Nairobi with frequent visits to the field especially Kakuma, Dadaab and Lodwar where IRC has a large operational base and will be responsible for the effective management of the warehouse staff, Transport team and procurement staff…etc who are based in Nairobi.

The Logistics Manager is a key position within Logistics and carries responsibility for the integrity of the IRC's logistics system.

Logistics must be able to rapidly response to the programs and operations needs, whilst ensuring best practices and maintaining audit-compliant records.

Specific responsibilities includes supervising the procurement process, warehousing process, assets management, vehicles and transport management and IT

Administrative Role:

• Manage all staff employed in the Logistics Department in Nairobi supporting operations for Kenya, Program by assigning of duties through Delegation, monitoring the performance and regularly evaluating staff directly supervised by him /her.
• Responsible, in conjunction with the Logistics Coordinator for planning, organizing and developing the long term strategy and approach of IRC Logistics
• Make recommendations on training for all staff under his/her supervision.
• Ensure there is an adequate and neatly organized filling system for procurement documents, Warehouse documents, transport and vehicles management and other logistical records.

Logistic Activities

• To ensure all logistic activities are carried out to a satisfactory standard.
• To ensure that the necessary logistics and organization is effected for all projects.
• Where necessary, to manage, or support, the development and proper functioning of any project office deemed necessary to support the programme.
• To assess potential projects as requested by Logistics Coordinator.
• To familiarize yourself with the IRC Logistics Manual and comply with the policies outlined in the IRC Logistics Manual.
• To complete required reports and submit a monthly logistic reports for all logs activities in all sites to Logistics Coordinator.

Procurement of goods and services:

• Directly supervise all staff involved in the procurement in Nairobi office.
• Provide a technical support to all field procurement staff
• Receive and review all Purchase Request from Program and operations Staff in NB and all field sites.
• Ensure that procurements are done in accordance with IRC Policies and procedures, ensuring that the purchases of goods and services are appropriate in terms of quality and fair market price.
• Ensure that all purchases are properly authorized in accordance with IRC Finance and Logistics policies and procedures.
• Ensure that IRC procedures are followed in all spheres. Carry out staff orientation where necessary.
• Ensure that up to date files for price guide / catalogs / products technical information to be used by the office for Budgetary and ordering purposes are maintained.
• Review PRs, BA and Contracts/ PO prior to sending it to the LC for signature and ensure that a proper record for any procurement act is kept and inventory of used LPOs is maintained for future references.
• Prepare weekly procurement reports and send to all programmes and departments
• Ensure that all other procurement files are maintained
• Coordinate closely with the Procurement / Logistics Department in Nairobi to ensure that program supplies purchased from Nairobi are in place in all field sites.
• Prepare and submit to the logistics coordinator a compiled and complete PR tracking sheet for all procurement activities in all IRC sites as well as Somalia program on monthly bases.
• Oversee the performance of the procurement committee and participate in it’s meetings

Transport and vehicles management:

• Directly supervise the transport staff in Nairobi office
• Provide the required technical support to all transport staff in the field sites
• Coordinate vehicle allocation and movement.
• Ensure that log books are verified and signed.
• Review and approve fuel vouchers.
• Strictly monitor fuel utilization and vehicles efficiencies.
• Monitor vehicle maintenance and ensure that the fleet is serviceable.
• Review monthly vehicle reports outlining fuel usage and maintenance cost per vehicle and motor bikes before sending to Kampala
• Verifies vehicle fuel payments prior to sending them for approval.
• Analyses vehicle running costs & monthly report
• Devise a vehicle tracking system, which ensures that the location of all vehicles is known at all time.
• Ascertain and ensure adherence to IRC Transport and vehicle policy

Assets Management:

• Directly Supervise staff involved in the assets management and records keeping
• Ensure that an update asset register is maintained on a monthly basis.
• Ensure that an updated assets inventory sheet is maintained on monthly bases.
• Ensure that all IRC assets and equipment are well maintained
• Ensure that all IRC premises are well maintained
• Ensure that the movement of IRC assets is tracked and the necessary documentation is done when an asset changes its status.
• Ensure that an up to date filing system for all assets maintained.
• Review all monthly asset reports from all field sites
• Recommend assets for disposal and ensure that the necessary paper work is prepared.

Warehousing management:

• Directly supervise all Warehouse staff in Nairobi office.
• Provide the required technical support to all warehouse staff in all field sites
• Ensure that all the ware houses are well maintained.
• Ensure that updating stock records is done on a daily basis both on the prologs and stock cards
• Ensure that all stores procedures are followed by all staff.
• Ensure that there is Controlled access to all IRC stores and ensure that stores premises are secure
• Ensure that the filing system for stores is well maintained.
• Ensure that an efficient storage and inventory system is maintained.
• Review monthly stock reports.
• Ensure that an update office, residence, and stores inventory is done on a monthly basis.
• Ensure that all Logistics Policies and Procedures are followed and adhered to in all transactions.
• Carry out periodic trainings reviews with all logistics staff
• Do a weekly spot checks in IRC NB warehouse and maintain a file for the spot check reports

Customs clearance, shipping and Cargo:

• Directly perform and oversee the clearance of goods from the KRA
• Ensure all the country Duty, Tax and VAT policy are followed by IRC
• Oversee the import and export of all IRC goods
• Ensure all the paper work, waybills, packing lists, contracts are in place before shipping any goods to the field sites

Safety and Security

• To ensure that staff operate in a safe and secure working environment.
• To ensure that all new staff are briefed on security procedures.
• To ensure that the IRC premises are secure at all times and a list of designated key holders is maintained and reviewed.
• To ensure that there is a Fire Safety Plan in place and that quarterly fire drills are carried out.
• To ensure that there are fully stocked First Aid Kits available in all IRC Vehicles, Offices, Warehouses and Guesthouses, at all times.
• To ensure regular security check with the field sites or as requested by Logistics Coordinator

Miscellaneous:

• To attend meetings when requested by the Logistics Coordinator coordinator.
• To maintain confidentiality.
• To continually strive to improve working methods, practices and working relationships within IRC.
• To promote an atmosphere of co-operation and team spirit among IRC staff.
• To carry out all duties responsibly and act in a professional manner at all times.

Reporting:

• Provide to Logistics Coordinator and direct supervisor the following reports:

Procurement reports

• Monthly Procurement report
• Monthly PR tracking and performance card
• Commitments report to Finance
• Any other procurement reports required by LC or direct Supervisor.

Transport Reports

• Fuel Consumption report
• Maintenance Cost report
• Standard Monthly Vehicle report
• Vehicle insurance tracking sheet
• Vehicles master sheet
• Driving license tracking sheet
• Any other Transport reports required by LC or Direct Supervisor

Warehouse

• Warehouse Monthly report
• Inventory Report
• Any other Warehouse reports required by LC or direct supervisor

Assets

• Assets inventory report
• Assets Monthly Report
• Disposal plans
• Any other Assets reports required by LC or direct supervisor

Requirements:

• Bachelor degree in logistics or Business management another relevant field
• Thorough method of working with ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions;
• Management ability to lead, motivate and develop staff;
• Positive attitude with good sense of humor;
• Committed team player;
• Ability to live and work in a fairly isolated area and in conditions of limited comfort;
• GOOD computer skills (Word, Excel);
• At least one year's experience working as a logistician;
• The following experience will all be advantageous: previous NGO work, work in Africa, experience in repairing/maintaining vehicles, communications (Codan HF, VHF).

All interested candidates are requested to submit a cover letter and an updated CV (Do not attach Certificates) to the following email address: HRKenya@rescue.org by 4th November, 2011.

IRC is an equal opportunity employer

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