Merlin Logistics Officer Job Career in Kenya

Position: Logistics Officer

Department: Administration

Assigned Project: Malaria and HIV/AIDS/TB Project

Program Area: Kisii, Gucha, Nyamira Districts, Kenya

Responsible To: Project Coordinator

Staff Directly Supervised: Construction Supervisor, Drivers

Relationships Internally: All management and Staff

Relationships Externally: Suppliers, Contractors

Overall Objective Of The Position

To offer support to the programme activities by ensuring high quality goods and services

Are procured, and by ensuring that Merlin procedures on procurement and store management are adhered

And that Merlin assets and equipment are functional at all times.

Responsibilities
1. To be overall responsible for the condition and maintenance of the Kisii vehicles and to ensure services and repairs of the same are carried out in a safe and timely manner and that the vehicles are at all times roadworthy and complete with jacks, wheel spanners, spare tyres, tow ropes, digging equipment, torches, etc as set out in the inventory of items in the Merlin Vehicle log book.

2. In collaboration with the Project – Coordinator, contract the garage used for maintenance of Merlin vehicles and establish the guarantees under which such work is done with the prior knowledge and authorisation of the owner, or that the owner themselves carry out such work

3. It is the responsibility of the logistician to ensure all the following requirements are met:

• Each vehicle is provided with a logbook, which should be kept up to date by the driver who is responsible for that vehicle at any given time.
• All new drivers are to be taken through the log book to ensure the importance of record keeping and timely reporting is understood.
• Journey and Fuel Consumption records must be kept. Each journey (or return journey in town) must be entered including mileage, and cost and quantity of every fuel purchase must be noted.
• Fuel purchases should be authorised by the appropriate person and signed for upon collection /Delivery by whoever receives the fuel.
• Fuel quantities on order and receipts should bear fuel and monetary amounts in both words and figures.
• Once a month the driver should add up the number of km covered and litres/ gallons filled for that month and those figures should be returned to the Finance Manager monthly by the set date

4. It is the logistician’s responsibility to ensure he receives monthly vehicle fuel records and that the monthly fleet report is forwarded to Nairobi Office.

5. Drivers should report all faults to the logistician, who should put his initials and date by the fault reported. It is the responsibility of the logistician to ensure that problems are addressed before too long. Any particularly difficult problems should be reported to the Project Coordinator.

6. Likewise recurring problems should be notified to the Project Coordinator.

7. To ensure that stock records and inventories for all items and locations in Kisii are kept up to date and regular stock checks are completed.

8. To ensure that emergency stocks in the compound are replenished as requested by the office assistant or housekeeper or as indicated by the expiry dates of the items.

9. To purchase goods or equipment for Merlin according to Merlin’s purchasing requirement and guidelines, ensuring that the correct authorised signatures are in place before purchase and adequate research has been done to find the best quality and priced goods. To keep information on available suppliers and to summarise those that are used by Merlin with the reasons why such choices were made. To keep up to date general quotations from suppliers, particularly of stationery and spare vehicle parts and to ensure that Merlin is working with the most appropriate supplier.

10. To write packing lists, asset transfer forms, and waybills to accompany any freight to any location and to ensure the same are signed by the relevant parties. To update and keep asset movement records and submit updated list to Nairobi on a monthly basis.

11. To ensure that all office and house and electrical equipment is running efficiently and at all times act responsibly in its maintenance.

12. To oversee all construction and renovation work undertaken in the project

13. To follow up on orders sent to Merlin Nairobi with the Nairobi Logistician.

14. Upon verification of invoice and delivery notes from suppliers sign for receipt before forwarding it for payment. To fulfil any other duties as may be assigned by the Project Coordinator.

15. To full any other duties as may be assigned by the Project – Coordinator.

Job and Person Specifications

• Posses a degree in Business Administration and have a relevant certificate in supplies management.
• Experience on fleet management would be an added advantage.
• Have served for a minimum period of FIVE (5) years with a reputable organization
• Have shown merit and ability in work performance and results
• Computer literate supported by certificates and testimonials.
• Team Player, excellent interpersonal, organizational, multitasking and communication skills
• Commitment to humanitarian principles and action.
• Ability to work on one’s own initiative and operate as part of a team
• Be flexible to changing requirements that the role may require
• Treats all people fairly without favouritism.

How to Apply

All applications should be sent to:

HR Department,
MERLIN, Nairobi Office,
P.O Box 3350 – 00200,
Nairobi, Kenya

OR Email to: recruitment@merlin-kenya.org

Application deadline is Friday, 25th November 2011 at 5.00pm.

Please note that only short listed candidates will be contacted.