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

We are an international humanitarian organisation dedicated to tackling poverty and suffering in the world’s poorest countries. Concern Worldwide began working in Kenya in May 2002 with the development of an urban programme in Nairobi. Our work expanded into a multi-sectoral programme focusing on urban and rural livelihoods, primary education, HIV and AIDS...

Role Purpose:

The job holder will provide efficient and effective logistical, procurement and administrative support in the Country in compliance with Concern’s and donor policies & procedures.

Main Duties and Responsibilities

Procurement/Supply Management

• Support the management and tracking of project orders and monitor daily Supplies Request tracking sheets.
• Support cost effective management and execution of procurement in line with Concern’s and donors’ policies and procedures.
• Complete and maintain required documentation for any type of procurement (supply, service or work).
• Organize, plan and prioritise project supply needs.
• Brief all staff on the supply chain system and the constraints related to it.
• Assist the logistics staff in developing and renewals of framework contracts
• Compilation of carbon footprint report

Warehousing (Store Management) – Supporting the Logistics Officer

• Releasing, issuing and receiving goods from and to the stores
• Verify all stock moving in and out of the stock to ensure that they are in good condition and quantities
• Ensuring appropriate forms are used, and authorization provided, for all stock movements
• Organizing dispatch, loading and offloading of deliveries
• Ensuring proper and safe handling of stock
• Limiting access to the store and ensuring that it is locked when unattended
• Ensuring the store is clean, neat and orderly at all times
• Ensuring that materials are stacked safely with no risk of injury or damage and in such a way as to ensure ease of access
• Recording, reporting and requesting appropriate approvals for any stock damages, discrepancies or shortages
• Maintaining accurate and complete store records in line with Concern’s policy & procedures
• Maintaining the final distribution files, managing all records submitted by program teams and ensuring accurate consolidation and reporting on the monthly stock report.

Administration (In the absence of the Administration Support Officer)

• Welcome office visitors and direct them to the relevant person or office
• Manage housekeeping services - garbage collection, pest and rodent control, office cleaning to ensure a clean, healthy, safe and professional working environment
• Liaise with Logistics Officer and field staff to ensure adequate and timely procurement of office supplies for field offices.
• Manage the office admin store for office supplies and stationery office
• Liaise with administration in Nairobi in the management of Marsabit, Machakos, and Tana River lease renewals and rent payments
• Update and maintain the list of office inventories
• Support with flight bookings
• Support with accommodation bookings

Other Duties & Responsibilities:

Transport

• Ensure a robust vehicle maintenance system is in place and that maintenance conducted are property documented.
• Assist the Logistics Officer in reviewing monthly transport reports and monitoring fuel consumption
• Monitor the maintenance conducted on Concern vehicles by external service providers.
• Coordination of taxi requests for taxi hailing companies

First Aid

• Liaise with the Logistic Manager/Operations Director in ensuring that every vehicle used by Concern staff has an appropriate first aid kit.

Minimum Education, Qualifications & Experience Required

• A degree in Logistics, Operations Management, Business Administration, Management or relevant field
• At least two (2) years’ experience working with an NGO or UN Agency in a similar role

Preference will be given to candidates who have:

• Full professional qualification
• High integrity and demonstrated ability to follow standards and policies
• Ability to attend to details and work in a systematic and organized manner
• Positive attitude and willingness to learn
• Commitment to humanitarian principles and values
• Strong communication and negotiation skills
• Team player and able to work with others (internally and externally)
• Analytical and problem-solving

• Support the management and tracking of project orders and monitor daily Supplies Request tracking sheets.
• Support cost effective management and execution of procurement in line with Concern’s and donors’ policies and procedures.
• Complete and maintain required documentation for any type of procurement (supply, service or work).
• Organize, plan and prioritise project supply needs.
• Brief all staff on the supply chain system and the constraints related to it.
• Assist the logistics staff in developing and renewals of framework contracts
• Compilation of carbon footprint report
• Releasing, issuing and receiving goods from and to the stores
• Verify all stock moving in and out of the stock to ensure that they are in good condition and quantities
• Ensuring appropriate forms are used, and authorization provided, for all stock movements
• Organizing dispatch, loading and offloading of deliveries
• Ensuring proper and safe handling of stock
• Limiting access to the store and ensuring that it is locked when unattended
• Ensuring the store is clean, neat and orderly at all times
• Ensuring that materials are stacked safely with no risk of injury or damage and in such a way as to ensure ease of access
• Recording, reporting and requesting appropriate approvals for any stock damages, discrepancies or shortages
• Maintaining accurate and complete store records in line with Concern’s policy & procedures
• Maintaining the final distribution files, managing all records submitted by program teams and ensuring accurate consolidation and reporting on the monthly stock report.
• Welcome office visitors and direct them to the relevant person or office
• Manage housekeeping services - garbage collection, pest and rodent control, office cleaning to ensure a clean, healthy, safe and professional working environment
• Liaise with Logistics Officer and field staff to ensure adequate and timely procurement of office supplies for field offices.
• Manage the office admin store for office supplies and stationery office
• Liaise with administration in Nairobi in the management of Marsabit, Machakos, and Tana River lease renewals and rent payments
• Update and maintain the list of office inventories
• Support with flight bookings
• Support with accommodation bookings
• Ensure a robust vehicle maintenance system is in place and that maintenance conducted are property documented.
• Assist the Logistics Officer in reviewing monthly transport reports and monitoring fuel consumption
• Monitor the maintenance conducted on Concern vehicles by external service providers.
• Coordination of taxi requests for taxi hailing companies
• Liaise with the Logistic Manager/Operations Director in ensuring that every vehicle used by Concern staff has an appropriate first aid kit.

• Strong communication and negotiation skills
• Team player and able to work with others (internally and externally)
• Analytical and problem-solving

• A degree in Logistics, Operations Management, Business Administration, Management or relevant field
• Full professional qualification (preferred)
• High integrity and demonstrated ability to follow standards and policies
• Ability to attend to details and work in a systematic and organized manner
• Positive attitude and willingness to learn
• Commitment to humanitarian principles and values