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Job Title: Logistics Coordinator
Job Location: Nairobi with frequent travel to the field
Reports to: Systems Director – Kenya
Direct Reports: Logistics Manager, Procurement Officers – 2, Logistics Officer – Transport & Stores, Logistics Assistant
To provide strategic and technical leadership in the management of the logistics function in relation to procurement, stores, warehousing, customs and transportation including ensuring timely, efficient and effective logistical support to all programmes
Main Duties & Responsibilities:
General Logistics Management
- Manage the Logistics function in the Kenya office
- Roll-out country-specific Logistics manuals that are consistent with Concern’s global policies, local law and local practice
- Submit monthly, quarterly and annual logistics reports
- Participate in interagency logistics meetings and provide reports to the Systems Director on key points from these meetings
- Implement procurement policies and procedures as per the Concern Procurement Manual and donor policy
- Oversee the whole procurement process; review requests, submission of RFQs, quote evaluations, issue contracts/ POs, framework agreements with identified suppliers
- Lead in any tender or prequalification processes – preparation of dossiers, opening session, evaluation of bids, site visits and reports.
- Manage recurring contracts and milestone payments as per contract
- Enforce controls in the procurement process and adherence to segregation of duties
- Ensure that a database is kept of suppliers and prices for frequently procured goods and services.
- Regularly review the prequalified supplier database by evaluating supplier performance within the framework agreements
- Work closely with the clearing and forwarding company/agent, follow through the clearance process for imported and exported goods
- Consolidate the annual procurement plan and update as new grants are approved working closely with program teams.
- Liaise with department heads in adhering to procurement process timelines and budgets
Stores & Distribution Management
- Review Concern stores to confirm that they are fit for purpose, are organized and managed according to Concern stores manual
- Bi annually train Concern program and logistics staff on Concern stores procedures
- Ensure that all procedures and documents pertaining to asset management are fully compliant with organizational procedures
- Ensure donation certificates, with recipient signatures, are obtained and filed for all assets and equipment donated to Concern or our beneficiaries and partners
- Ensure donor and organisational compliance for disposal of obsolete items.
- Provide advice on the correct storage of food at mobile and static nutrition sites (at Health Facilities etc.)
- Review distribution files to ensure completeness and accountability i.e. distribution lists that correspond to purchasing records filed and files closed after every distribution.
- Before the end of a grant report any outstanding items/materials for distributions and compile summarised distribution records for reporting as required by Concern and Donor policies.
- Ensure effective fleet management is in place in all locations, in accordance with Concern procedures
- Ensure all transport reports are reviewed and any issues are escalated and resolved
- Ensure accurate records and reconciliations for pre-paid supplies e.g. bulk fuel
- Ensure that health and safety equipment is in working order (First Aid Kit, Fire Extinguishers etc.) in each vehicle
- Develop accurate transport budgets for donor proposals and as part of Concern’s annual budget processes. Work with teams to ensure donor budgets include the required systems support for programme implementation.
- Manage transport expenditure and budgets in consultation with BHs & Systems Director, ensuring resources are optimally utilized and spending is in line with Concern procedures and Donor requirements.
- Provide technical advice and support to programme staff and managers on specific logistics issues to ensure the efficient implementation of programmes.
- Support the Systems Director at the start of any new donor contract to have a Procurement plan (PP) in place, identify and communicate all donor-specific requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project
- Advise programme staff on distribution procedures to communities, (including DIK) & construction works and ensure that they are in line with donor requirements
- Advice on compliance with policies and document through systematic and random verifications of policy implementation and logistics records
- Manage the Nairobi based logistics staff
- Support and coach field based logistics staff
- Carry out training in logistics for relevant staff in all locations, as required
- Ensure that Concern’s Performance Development Review process is carried out for each Nairobi based logistics
- Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently while also ensuring appropriate segregations of duty for control purposes
- Identify and take appropriate action to fill resource gaps (launch timely recruitment to replace leavers).
Responding to Emergencies
- Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
- Comply with Concern’s health, safety and security guidelines during emergencies
Programme Participant Protection Policy
- To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct.
- To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.
- To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6).
- Promote and ensure compliance with the Core Humanitarian Standard (CHS) commitments and quality criteria
- Ensure that all staff are familiar with the principles underpinning accountability, safeguarding and Concern’s Complaints and Response Mechanism (CRM) and ensure that information about Concern’s commitments on accountability and safeguarding are disseminated among programme participants and communities
- Ensure that the CRM is functional, effectively implemented and accessible in all programmes’ locations, enabling safe reporting of both programmatic and sensitive complaints, including safeguarding concerns, ensure that complaints are welcomed, managed and responded to in a timely, fair and appropriate manner; ensure that sensitive complaints, including safeguarding concerns, are handled with utmost confidentiality and that the safety of the complainants and those affected is prioritized at all stages.
- A master’s degree in Logistics, Procurement, Supply Chain Management, Operations Management, Business Administration, Management
- Relevant professional certification in supply chain management, business administration or relevant field
- At least ten (10) years’ relevant experience with an International NGO with at least five (5) years supervisory/managerial experience in a similar role. Experience in emergency response and in setting up emergency logistics operations and setting up logistics systems and related administrative procedures in general is essential.
- Excellent interpersonal, communication, planning, organizational, leadership and negotiation skills and proficient in the use of computer applications
- Fluent in both spoken and written English and Kiswahili
- Confidentiality, integrity and ability to handle sensitive situations
- Flexibility, reliability, cultural sensitivity, resilience and resourcefulness
- Empathy with organizational Vision, Mission, Goals and Objectives; commitment to humanitarian principles and actions
Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.
Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.net
How to apply
Please send a cover letter, a detailed cv with three referees with ”Logistics Coordinator-Nairobi ” on the reference line to firstname.lastname@example.org on or before 7th June 2021.Only shortlisted qualified candidates will be notified.
Candidates must be legally entitled to work in Kenya at the time of application