NGO Logistics Officers Jobs in Eldoret and Thika, Kenya

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities.  

Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.  

Mercy Corps is looking for committed and dynamic individuals to take up the following position:

Logistics Officer

(2 Positions) - Eldoret and Thika

Department Summary:
 

The Logistics Officer will work within the Logistics department of Operational Support structure, committed to provide reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries.

General Position Summary:
 

The Logistics Officer will ensure accurate record keeping of all Mercy Corps assets, Donor assets and exceptional items that require registration and movement tracking in accordance with the Mercy Corps Asset Management Manual.
 

Logistics Officer will ensure smooth operations of MC warehouses and manage the receipt, dispatch and inventory keeping of all goods that entered into the storage facilities. 

Through implementing Mercy Corps Warehousing procedures the Logistics Officer ensures that all inventories will be accounted for in accordance to MC and donor requirements.
 

The Logistics Officer will provide safe transport services for MC program and support staff in the described Area of Responsibility (AOR). 

Through enforcing the established Mercy Corps Fleet Management Policy Guidelines the Logistics Officer will adhere to all traffic and MC safety rules and follow the transport guidelines required by the MC transport department. 

In addition to these duties the Logistics Officer manages the safety of all assigned vehicles and keeps proper records of vehicles related documentation.

Essential Job Functions:
 

Asset Management

• The Logistics Officer ensures that procedures outlined in the Mercy Corps Asset Management Manual will be implemented in Mercy Corps Eldoret Office;
• Responsible for logging all new Mercy Corps assets in Eldoret in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions;
• Responsible for coordinating with the procurement and finance department in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number etc. The asset register should be accurate and complete;
• Responsible to maintain the stock of Mercy Corps assets that are not checked out and in use;
• Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual;
• Provides a monthly physical count/check where all assets are located and their status confirmed; coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices;
• Update the electronic database monthly and provide an electronic copy to supervisor and Operations Manager; A hard copy is printed, signed and filed in the assets folder;
• Advises colleagues on Mercy Corps asset and equipment use guidelines;
• Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;
• Ensures that all movement of items should go through the Logistics Officer, on “GRNs or an  Asset Movement Form”.
• Update the Mercy Corps Asset Tracking Database; 
• Updates inventory records on all the receipts / issues of inventory items from MC warehouse;
• Assists and coordinate project staff on inventory issues. Assist in providing end of  project   reports on inventory and equipment lists, locations and status;

Warehousing

• Follow the Mercy Corps Warehouse Policy and Procedures Guidelines;
• Daily coordination of MC logistical, warehouse activities;
• Ensure the timely delivery of supplies to respective Projects with the coordination of procurement department and MC transport pool;
• Has a full understanding of MC warehouse policies and formats. Assists, as needed in training staff on these policies and forms;
• Maintain the inventory and prepare the reports on a daily basis;
• Travel to field sites to receive and inspect goods delivered directly to the field;
• All other activities to ensure the smooth warehouse operation;
• Interacts with suppliers in the receiving and inspection of goods – issues GRNs.
• Receive the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order;
• Dispatch goods from the warehouse using appropriate MC procedures, Store Release forms, Waybills and update Stock Records;
• Prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor;
• Display bin cards on each item in the warehouse;
• Maintain physical and electronic copies of inventory, as per formats and forms provided in the Warehouse Manual;
• Generate the commodities movement way bills and gate passes if required.

Fleet Management

• General management of agency vehicles in co-operation with the Operations Manager;
• Ensure that all vehicles are safe and road-worthy;
• Ensure that all vehicles have proper on-board vehicle documentation;
• Maintain administrative vehicle files for each vehicle;
• Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log-sheets;
• Schedule vehicle use to meet programmatic and operational needs;
• Ensure trip tickets are used by program staff and approved by necessary persons if and when trip tickets are required;
• Maintain vehicle movement board daily;
• Oversee and ensure proper use of the vehicles;
• Oversee fuel consumption purchase and tracking including coordination with gas station(s);
• Organize cleaning of vehicles;
• Organize regular service schedules for vehicles. Maintain service schedule files;
• Ensure major repairs are done in a timely manner;
• Track vehicle expenses in accordance with the respective policy and tracking tool;
• File Monthly Vehicle Consumables sheet for each vehicle separately;
• Order and maintain stock of spare parts and consumables if required;
• Manage drivers’ leave schedules ensuring smooth operation of the fleet;
• Coordinate with Human Resources to ensure proper tracking of drivers HR files;
• Ensure drivers are licensed and trained;
• Participate in hiring and disciplinary measures for drivers;
• Ensure regular vehicle communications;
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.;
• In coordination with Security, organize levies as needed for field trips;
• Ensure that security incident reports are completed and filed (if related to vehicles);
• Ensure that accident reports are completed and filed;
• Responsible for oversight of vehicle rentals including tracking of leases and payments;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in country of operation;
• Other duties as assigned.
• As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

Supervisory Responsibility: Drivers

Accountability:

• Mercy Corps Field Asset Management Manual
• Mercy Corps Warehouse management Policy and Procedures Guideline
• Mercy Corps Fleet Management Guidelines
• Mercy Corps Kenya National Staff policy Handbook
• Mercy Corps Kenya Security Manual

Reports Directly To: Chief of party
 

Works Directly With: Operations, Program and Finance team members.

Knowledge and Experience:

• A first level university degree with a relevant combination of academic qualifications and experience in supply chain management, and logistics or related areas required.  
• 2-3 years of experience in Inventory, Fleet and Warehousing Management, large scale Logistics operations, or office administration; 
• Strong organizational skills; 
• ability to interact effectively with international and national personnel. 
• Good oral and written English skills. 
• Strong computer skills on MS Excel, MS Access and MS Word applications.
•  A demonstrated ability to multi-task and process information into action as to not delay program activities. 
•  A willingness to travel throughout the project areas in the assigned Area of Responsibility

Success Factors:

• Conscientious with as excellent sense of judgment
• Ability to work simultaneously on multiple tasks.
• Willingness and ability to work effectively with a wide variety of people.
• Ability to work as part of a team and coordinate with project personnel.
• Good spoken and written English
• Computer literate and strong organizational skills.

How to apply

Interested candidates who meet the above required qualifications and experience should submit on or before November 30, 2012 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org

Applicants must clearly indicate on the email subject; The position and location they are applying for, e.g “Logistics Officers Eldoret / Thika”

Applications without the right subject heading will be automatically disqualified.

Please do not attach any certificates.

ONLY Qualified short-listed candidates will be contacted