Background

ECHO - Logistics Associate (LA) - Nairobi, Kenya at Flexi-Personnel

Responsibilities

The jobholder is responsible for procurement, provision of equipment and logistics support to DG ECHO Office and the offices in the region and for ensuring the smooth running of the Office maintenance. The jobholder commits to strict confidentiality, and s/he will be responsible for the following tasks, among others:

• Contributes to the procurement process for office property, expendable supplies and services.
• Foresees needs, recommends solutions and conducts tendering procedures as appropriate.
• Prepares comparative tables and participates in the selection committee.
• Ensures full compliance and application of standard DG ECHO and EU procurement rules, procedures and best practices.
• Draws up ARAs (Administrative Requests for Authorisation) to be submitted to the line manager.
• Prepares purchase orders (after getting necessary quotations and authorisation) or drafts contracts.
• Updates the field office procurement plan.
• Follows up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or Purchase Orders.
• Develops and updates the list of suppliers and pricelists used by the Office.
• Verifies and follows up warranties and after sales services offered by providers.
• Checks the use of the DG ECHO property and reports on all changes (e.g. stock tacking and tracking).
• Monitors the maintenance of the office equipment ensuring timely repairs when required.
• Oversees and ensures the proper maintenance, functioning and availability of non-ICT pooled office equipment,
• Checks the use and maintenance of the communication equipment in close liaison with the ICT Associate.
• Liaises between DG ECHO RO (Regional Office) and other DG ECHO field offices in the region on logistics and protocol matters.
• Acts as a floater and gives surge support to RO and field offices if/when requested (e.g. unplanned absence, major crisis, office opening, expansion, etc.).
• Supports the development of EAM (Enterprise Asset Management).

Qualifications

Education:

First level university degree in Logistics/ Supply chain or relevant field; or equivalent professional experience.

Knowledge and experience:

• Minimum 5 years of relevant work experience at national or international level in administration, procurement or logistics.
• Knowledge of working processes (purchase orders, preparation of contracts for services and goods, tendering, protocol, etc.).
• Previous experience in an NGO, a donor or a national/international organisation is an advantage.
• Proven knowledge of car maintenance.
• Good communication and drafting skills.
• Capacity to work under pressure in a multitasking position
• Ability to work in a multicultural environment.
• Good experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Languages:

An excellent command of English (written and oral) is required.

An excellent knowledge of Swahili.

Required Competencies:

• Working and communicating effectively with people: ability to communicate, support and work effectively with colleagues and teams to achieve collective goals. Building and maintaining excellent relationships with colleagues and partners.
• Achieving impactful results and quality: ability and commitment to organise and perform the job to the highest standards, delivering consistent results and striving for quality assurance.
• Understanding of the humanitarian and DG ECHO way of working: ability to support DG ECHO's mandate, strategies and operations, to ensure policy compliance and in particular the correct use of the Key Results Indicators (KRIs), and to ensure DG ECHO's visibility. Ability to ensure the correct application of DG ECHO guidelines and procedures in all the decisions taken.
• Demonstrating exemplary attitudes and behaviours: commitment to act in line with DG ECHO and humanitarian values, demonstrating the required and exemplary attitudes necessary for the Field Network.

• Contributes to the procurement process for office property, expendable supplies and services.
• Foresees needs, recommends solutions and conducts tendering procedures as appropriate.
• Prepares comparative tables and participates in the selection committee.
• Ensures full compliance and application of standard DG ECHO and EU procurement rules, procedures and best practices.
• Draws up ARAs (Administrative Requests for Authorisation) to be submitted to the line manager.
• Prepares purchase orders (after getting necessary quotations and authorisation) or drafts contracts.
• Updates the field office procurement plan.
• Follows up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or Purchase Orders.
• Develops and updates the list of suppliers and pricelists used by the Office.
• Verifies and follows up warranties and after sales services offered by providers.
• Checks the use of the DG ECHO property and reports on all changes (e.g. stock tacking and tracking).
• Monitors the maintenance of the office equipment ensuring timely repairs when required.
• Oversees and ensures the proper maintenance, functioning and availability of non-ICT pooled office equipment,
• Checks the use and maintenance of the communication equipment in close liaison with the ICT Associate.
• Liaises between DG ECHO RO (Regional Office) and other DG ECHO field offices in the region on logistics and protocol matters.
• Acts as a floater and gives surge support to RO and field offices if/when requested (e.g. unplanned absence, major crisis, office opening, expansion, etc.).
• Supports the development of EAM (Enterprise Asset Management).

• Good communication and drafting skills.
• Capacity to work under pressure in a multitasking position
• Ability to work in a multicultural environment.
• Good experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Proven knowledge of car maintenance.

• First level university degree in Logistics/ Supply chain or relevant field; or equivalent professional experience.
• Minimum 5 years of relevant work experience at national or international level in administration, procurement or logistics.
• Knowledge of working processes (purchase orders, preparation of contracts for services and goods, tendering, protocol, etc.).
• Previous experience in an NGO, a donor or a national/international organisation is an advantage.
• An excellent command of English (written and oral) is required.
• An excellent knowledge of Swahili.