Logistics and Procurement Officer
Mercy Corps is a global humanitarian relief and development agency that helps people turn the crises they confront into the opportunities they deserve. Mercy Corps has had a presence in Kenya since its humanitarian response to the post-election violence in 2008.
The Logistics and Procurement Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the logistics and purchasing of goods and services for country office in Nairobi, Kenya.
General Position Summary:
Implement field testing of all approved logistics and procurement policies and procedures in coordination with the Operations Manager, Finance and HR personnel in consultation with Chiefs of Party, Program Directors and Managers and key staff both national and international. Provide feedback on systems including additional recommendations.
Essential Job Functions:
- Read and comply with Mercy Corps procurement management policies and procedures.
- Supervise the Procurement and Logistics Assistant and provide oversight to the procurement process including; use of paperwork in procurement such as Purchase Request, Request for Quotations, Quotations Analysis, Purchase order / Contracts, Goods Received Note, Purchase Records and Payment Requests.
- Ensure all Mercy Corps employees are well versed in procurement procedures and ensure procurement thresholds and approval procedures are utilized appropriately.
- Ensure procurement files are well maintained in orderly and up to date, systematically in hard and electronic forms. This includes regular review of on-going and master PR lists.
- Coordinate with Finance Department to ensure that, payments to vendors and service providers are made on time and without any unnecessary strain on the Mercy Corps financial systems. In cooperation with finance staff, help to ensure compliance with established financial management rules and procedures for Nairobi based procurement personnel.
- Ensure all Mercy Corps procurement activities are legal and morale.
- Ensure Nairobi fleet and transport management complies with Mercy Corps Fleet Management Policy Guidelines.
- Supervise the transport management and provide oversight to the management of Mercy Corps vehicles including; ensuring proper use of vehicles, vehicle files are completed and up to date, accident reports are completed and filled, major repairs are done in timely manner.
- Oversee the vehicle usage and rental calendar with rental agencies (if applicable) and follow up monthly payments.
- Assist and facilitate in importing vehicles and registration of new vehicles with Kenya Revenue Authority.
- Ensure vehicles are managed properly in accordance with all security regulations and measures.
- Read and comply with Mercy Corps Field Asset Management Manual for asset management policies and procedures.
- Ensure maintenance of proper inventory of all equipment and fittings belongs to Mercy Corps program in Kenya with special attention to Nairobi.
- Monitor and implement asset tracking system including use of asset tags, movement of assets, disposal of assets and update of asset registry both manually and electronically including proper registration of newly purchased assets.
- Coordination with Administration and IT to ensure the tracking of assets including staff assignments
- Conduct performance evaluations of subordinate staff and assist them in developing their development plans in line with Mercy Corps objectives.
- Represent Mercy Corps in a professional manner to government officials, local & international community groups, suppliers, the UN and others as needed.
- Conduct himself / herself both professionally and personally in such manner as to bring credits to Mercy Corps and not to jeopardize its humanitarian mission in Kenya.
- Other duties as assigned
Reports Directly To: Operations Manager
Works Directly With:
- Operations Manager
- Nairobi based Logistics and Procurement staff
- Co-ordinates with Mercy Corps program and operations staff regarding procurement planning and activities
- Degree in a relevant business field is desired. 2-3 years of experience in large scale logistics, supply chain management and/ or international business.
- Must have demonstrated understanding of logistics procurement ethics and good management skills with diverse team and large flow of information and activities.
- Must be able to work independently and prioritize, show initiative experience in an INGO setting.
- A strong understanding of donor compliance and budgets required.
- Report writing ability to make recommendations for improvements; strong computer (MS Office) literacy, filling and organizational skills.
- Excellent spoken and written English and willingness to travel throughout field office when required.
- Conscientious with an excellent sense of judgment
- Ability to work simultaneously on multiple tasks
- Willingness and ability to work effectively with a wide variety of people
- Ability to work as part of a team and coordinate with project personnel
- Good spoken and written English
- Thorough understanding of Kenya’s logistical challenges, market mechanism and supply chain.
- Computer literate and strong organizational skills.
- Good team spirit
Interested candidates who meet the above required qualifications and experience should submit on or before October 25, 2013 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to firstname.lastname@example.org
Applicants must clearly indicate on the email subject the position and location they are applying for i.e “Logistics and Procurement Officer-Nairobi”