Background information about the job or company (e.g., role context, company overview)

The Lutheran World Federation (LWF; German: Lutherischer Weltbund) is a global communion .The Department for World Service is the LWF's humanitarian arm. It has programmes in 32 countries. The LWF is a member of ACT Alliance.

Responsibilities or duties

• Responsible for managing all logistical aspects of the project, namely procurement, transport and stores based on LWF/DWS policies and guidelines.
• Responsible for ensuring project proposals and budgets reflect logistical considerations
• Responsible for developing and implementing procurement plans
• Coordinate effective transport of project supplies and personnel; ensure all legal, insurance and maintenance issues are properly addressed.
• Planning and scheduling of transport, supervising transport staff and maintaining proper records of vehicle maintenance and servicing
• Monitoring the use of vehicles and ensuring adequate controls over the use and movement of LWF/DWS vehicles.
• Ensure integrity in the procurement process including quotation, negotiation, award and management of supply and service contracts.
• Enhance the control systems in procurement, transport, stores, by conducting regular and timely checks and inspections.
• Responsible for conducting timely performance evaluations for drivers and implementing staff development plans.
• Provide orientation to new staff and visitors on procurement issues for LWF Dadaab field office.
• Prepare weekly, monthly, quarterly and annual reports for transport, procurement and warehousing activities and status or as may be requested from time to time by the area manager.
• Sourcing quotations from our pre- qualified suppliers and analyzing them.
• Ensuring right descriptions of items and sample are provided where necessary
• Processing documents for several signatures as required by the policy.
• Providing Clerical services such as processing purchase order.
• Providing systematic and organized Filling system for all reports both in soft copy and hard copy.
• Preparation of payments on time such as forwarding all serviced invoices to Finance for payments.
• Making all follow ups with suppliers to supply goods within the time given.
• Sending out tenders and preparation of selected tenders Contracts when necessary.
• Ensuring the right goods are bought at the right quality and the right quantity.
• Making follow ups to supplier’s payments to ensure that they are paid on time and no delays in supplies
• Notifying the program any changes in prices in the market.
• Issuing of all ready Contracts and PO, s to the contractors and suppliers.

Supervisory Responsibilities:

• Ensure integrity in the procurement process including quotation, negotiation, award and management of supply and service contracts
• Provide orientation to new staff and visitors on Procurement issues for LWF Dadaab field office
• Provide guidance to program staff on procurement procedures
• Review documents shared by project staff for payment processing
• Support and confirm delivery of items received at the stores when required

Qualifications or requirements (e.g., education, skills)

Education/Professional Designations/Experience:

• Bachelor’s degree in Supply Chain Management or related field.
• Relevant professional qualification in Procurement and/or Supply Chain Management (CIPS qualification or equivalent) is an added advantage.
• Minimum of five years (5) of professional experience in relevant field with at least three years of experience from an international organization in a similar role
• Computer skills and practical experience in MS word, Excel and other program

• Responsible for managing all logistical aspects of the project, namely procurement, transport and stores based on LWF/DWS policies and guidelines.
• Responsible for ensuring project proposals and budgets reflect logistical considerations
• Responsible for developing and implementing procurement plans
• Coordinate effective transport of project supplies and personnel; ensure all legal, insurance and maintenance issues are properly addressed.
• Planning and scheduling of transport, supervising transport staff and maintaining proper records of vehicle maintenance and servicing
• Monitoring the use of vehicles and ensuring adequate controls over the use and movement of LWF/DWS vehicles.
• Ensure integrity in the procurement process including quotation, negotiation, award and management of supply and service contracts.
• Enhance the control systems in procurement, transport, stores, by conducting regular and timely checks and inspections.
• Responsible for conducting timely performance evaluations for drivers and implementing staff development plans.
• Provide orientation to new staff and visitors on procurement issues for LWF Dadaab field office.
• Prepare weekly, monthly, quarterly and annual reports for transport, procurement and warehousing activities and status or as may be requested from time to time by the area manager.
• Sourcing quotations from our pre- qualified suppliers and analyzing them.
• Ensuring right descriptions of items and sample are provided where necessary
• Processing documents for several signatures as required by the policy.
• Providing Clerical services such as processing purchase order.
• Providing systematic and organized filling system for all reports both in soft copy and hard copy.
• Preparation of payments on time such as forwarding all serviced invoices to Finance for payments.
• Making all follow ups with suppliers to supply goods within the time given.
• Sending out tenders and preparation of selected tenders Contracts when necessary.
• Ensuring the right goods are bought at the right quality and the right quantity.
• Making follow ups to supplier’s payments to ensure that they are paid on time and no delays in supplies
• Notifying the program any changes in prices in the market.
• Issuing of all ready Contracts and PO, s to the contractors and suppliers.
• Ensure integrity in the procurement process including quotation, negotiation, award and management of supply and service contracts
• Provide orientation to new staff and visitors on Procurement issues for LWF Dadaab field office
• Provide guidance to program staff on procurement procedures
• Review documents shared by project staff for payment processing
• Support and confirm delivery of items received at the stores when required

• Computer skills and practical experience in MS word, Excel and other program

• Bachelor’s degree in Supply Chain Management or related field.
• Relevant professional qualification in Procurement and/or Supply Chain Management (CIPS qualification or equivalent) is an added advantage.
• Minimum of five years (5) of professional experience in relevant field with at least three years of experience from an international organization in a similar role
• Computer skills and practical experience in MS word, Excel and other program