Responsibilities or duties

Overall job purpose

To provide logistics support with various tasks within the Logistics & Procurement Department.

Tasks:

Procurement:

• Support the Logistics and Procurement manager with all stages of procurement: ensuring RFPs are complete; sending out for quotations and being the focal person for communication with suppliers; preparing the QET; preparing the NCPs, PAs and PO’s.
• Filing (soft and hardcopies) of procurement and logistics documents ensuring that the complete procurement files are uploaded on 4JUH in the appropriate folders.
• Supports with the maintenance of the procurement tracker.
• Maintains the supplier payment tracker alerting the Logistics and Procurement manager about any due payments, compiling all relevant invoices to be presented to Finance.
• Together with the Logistics and Procurement manager, ensures that goods, services and works procured by the country office are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).
• Inspects and ensures the quality of received goods and that the required documentation is present e.g. good received notes, delivery notes, waybills etc.

Asset and Inventory Management:

• Ensures regular physical inventory checks are done of all assets and equipment, that appropriate storage conditions exist, and security of such items is ensured.
• Ensures accurate documentation of the allocation of assets and ensuring that they are tracked, labelled, operated in the most cost efficient manner, and maintained appropriately.

Contracts:

• Together with the Admin Officer, regularly reviews the contract trackers and ensures it is up to date.
• Supports the Logistics and Procurement Manager in alerting him/her to contracts about to expire, which are due for renewal, ensuring to start the process at least 4 months in advance.

Other:

• Acts as the focal person for all services/works/maintenance required in the office, updating the manager as required.
• Maintains an up to date contact list of suitable tradespersons (e.g. plumbers, electricians, carpenters etc)
• Makes flight bookings and vehicle hire for field trips once procurement process is completed
• Perform photo coping/scanning of documents as required.
• Performs other tasks as may be assigned by the Logistics & Procurement manager relevant to the position.

Qualifications or requirements 

Person Specification

Professional Qualifications and Experience:

• Degree in procurement and logistics or other relevant Degree.
• No more than 1 years’ experience working in a logistics & procurement unit with an INGO.
• Good knowledge and understanding of procurement and logistics procedures including donor compliance.

Skills:

• Good interpersonal skills
• Fluency in English with excellent verbal and written communication skills
• Strong organizational skills
• Attention to detail and timeliness in reporting
• Analytical
• Team player
• Ability to work with minimal supervision

• Support the Logistics and Procurement manager with all stages of procurement: ensuring RFPs are complete; sending out for quotations and being the focal person for communication with suppliers; preparing the QET; preparing the NCPs, PAs and PO’s.
• Filing (soft and hardcopies) of procurement and logistics documents ensuring that the complete procurement files are uploaded on 4JUH in the appropriate folders.
• Supports with the maintenance of the procurement tracker.
• Maintains the supplier payment tracker alerting the Logistics and Procurement manager about any due payments, compiling all relevant invoices to be presented to Finance.
• Together with the Logistics and Procurement manager, ensures that goods, services and works procured by the country office are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).
• Inspects and ensures the quality of received goods and that the required documentation is present e.g. good received notes, delivery notes, waybills etc.
• Ensures regular physical inventory checks are done of all assets and equipment, that appropriate storage conditions exist, and security of such items is ensured.
• Ensures accurate documentation of the allocation of assets and ensuring that they are tracked, labelled, operated in the most cost efficient manner, and maintained appropriately.
• Together with the Admin Officer, regularly reviews the contract trackers and ensures it is up to date.
• Supports the Logistics and Procurement Manager in alerting him/her to contracts about to expire, which are due for renewal, ensuring to start the process at least 4 months in advance.
• Acts as the focal person for all services/works/maintenance required in the office, updating the manager as required.
• Maintains an up to date contact list of suitable tradespersons (e.g. plumbers, electricians, carpenters etc)
• Makes flight bookings and vehicle hire for field trips once procurement process is completed
• Perform photo coping/scanning of documents as required.
• Performs other tasks as may be assigned by the Logistics & Procurement manager relevant to the position.

• Good interpersonal skills
• Fluency in English with excellent verbal and written communication skills
• Strong organizational skills
• Attention to detail and timeliness in reporting
• Analytical
• Team player
• Ability to work with minimal supervision

• Degree in procurement and logistics or other relevant Degree.
• No more than 1 years’ experience working in a logistics & procurement unit with an INGO.
• Good knowledge and understanding of procurement and logistics procedures including donor compliance.