Procurement & Logistics Officer

ABOUT THE ROLE

• The procurement & Logistics officer will work under the guidance and direct supervision of Senior Procurement & Logistics Officer. The incumbent will support the planning, managing, and reporting on procurement and supply chain management.
• The Procurement & Logistics Officer will support in delivery of all logistical functions including supply chain management, assets, and fleet management in coordination with the logistics team. This includes assisting in providing technical support and planning for future initiatives to increase the in-country logistics capacity.

ACCOUNTABILITIES

The Procurement & Logistics Officer under the supervision of the Senior Procurement & Logistics Officer will primarily be responsible for the following:
Logistics

• Support in ensuring that vehicle regulations/guidelines are adhered to as per Government Regulations.
• Assist in reviewing vehicle log sheets, mileage, and fuel records.
• Ensure that all vehicles are equipped with fire extinguisher and all other safety equipment.
• Support in ensuring that office safety equipment is installed and is routinely maintained.
• Support in maintenance of stock reports and asset register in all offices.

Procurement

• Update the procurement tracker and share with supervisor for onward submission to the Budget holders.
• With support from the Supervisor ensure that all vendors/consultants go through Finscan assessment before engagement.
• Ensure Practical Actions Policies are disseminated among suppliers and service providers.
  
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• With directions from the supervisor ensure quotations/close tenders/ local tenders/International tenders are in place as per Practical Action policies and regulations.
• In coordination with supervisor ensure that requisitions are received from the field in a timely manner, enabling timely support.
• With support from the supervisor, ensure procedure propriety, from PR up to delivery note, considering the supply chain concepts (quality-quantity- delivery time-satisfaction of project).

Asset Management

• Register all Practical action Nairobi, Kisumu and Lodwar office assets.
• Support in making the physical count, in liaison with finance to ensure accuracy of the Asset Register. • Get custodian signatures on registered assets.
• Maintain proper records for easy access of information.

Fleet Management:

• Daily vehicle checks
• Monthly vehicle reporting (from the tracking reports)
• In charge of the routine vehicle maintenance (cleaning, servicing)
• Tracking and ensuring timely renewal of the Vehicle insurance

Liaison

• Ensure that any asset/s that is due for disposal/transfer is fully approved.
• Ensure that Practical Action vehicle licenses are up to date as required.

Administrative

• In consultation with Admin Assistant ensure office stationery stocks, are maintained and up to date.
• In coordination with direct supervisor efficiently extend support required by field staff to fulfil Practical action requirements.
• In coordination with Direct Supervisor and Admin Assistant, ensure that all administrative procurements (flight-hotel- visitors-meetings and conferences-fuel - stationaries- Consumable Items, electricity and mineral drinking water are done in accordance to Practical action policies and procedures).

Other

Any other duties commensurate with the level and grade of the role which may from time to time, reasonably be requested by the Supervisor.

PERSON PROFILE

To be successful in the role, the ideal candidate will be able to demonstrate:
Experience & Knowledge

• Bachelor’s Degree in purchasing and supply, specialized in procurement and logistics or related field with relevant work experience.
• Minimum of 3 years of work experience in a similar role.
• Possess a professional qualification in Purchasing and Supply Chain Management and a registered member of the CIPS/KISM

Essential

• Bachelor’s Degree in purchasing and supply, specialized in procurement and logistics or related field with relevant work experience.
• Minimum of 3 years of work experience in a similar role.
• Possess a professional qualification in Purchasing and Supply Chain Management and a registered member of the CIPS/KISM.
• Strong communications and negotiations skills.
• Excellent computer skills (MS Office).
• Strong analytical skills and attention to detail.
• Ability to work within a team and able to multitask.
• Fluency in communications in both English and Swahili languages.

Desirable

• Highly motivated and detailed solution oriented.

Method of Application

If you have the experience, skills and the ability we are looking for, please email your application letter stating your motivation and suitability for the role and an up to date CV to: [email protected] with the title “Procurement & Logistics Officer” not later than 27th October 2023. All information/data given will be in the strictest confidence and will only be used for recruitment purposes