Position: Logistics, Procurement and Administration Officer
Duty Station: Mombasa
Supervised By: SAFE Project Co-ordinator
Supervises: NA
The officer will provide administrative, procurement and logistical support to the program and partners across the region. Pact expects some of the grants to be in-kind due to the nature of the partners and hence the need for sufficient logistics and procurement support.
Specific Duties and Responsibilities:
Transportation / Movement of people and goods
- Arrange and coordinate transport for staff for field visits i.e. road travel and charter flights
- Document the movement of people on the relevant forms
- Coordinate transport and accommodation of participants attending peace meetings and workshops within Nairobi and in the field
- Coordinate transport of procured goods and field supplies where necessary.
- Coordinate transport of supplies and facilities if any, to partners meetings and activities within the counties in the coastal region
- Coordinate use of the project vehicle by Pact/SAFE project staff in Mombasa and during field trips
- Document the movement of goods/equipment/supplies/
Office assistance and communications duties
- Assist in day to day running of the office
- Managing the organization’s front office including responding to all official enquiries and formal appointments
- Maintaining an efficient office filing system and management of general office correspondences
- General office maintenance (cleanliness, ample working environment, ensuring availability of utilities/office supplies)
- Handling Petty Cash, receipting, banking and maintenance of cash and banking records
- Handling vendor payment, banking and any other administrative related errands
- 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
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 upto date.
- Ensure that assets are disposed of in an approved manner, with the consent of the donor agency and under the regulations of Pact
- Develop monthly status reports on purchasing and supply; 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 Logistics and 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
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 time and meet tight deadlines.
- 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 and use
- Knowledge of managing USAID funds will be an added advantage
Applicants must submit:
(1) A cover letter of introduction explaining how they meet the above criteria;
(2) A detailed and current CV;
(3) Contact information for 3 referees; and
(4) Indicate current remuneration package, to the Pact Kenya country office
Human Resources via the following email address: kenyahr@pactworld.org by the 30th of March 2012 mid-night.