Logistics Assistant

Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in more than 50 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages programs in 7 countries: Ethiopia, Kenya, South Sudan, Somalia, Tanzania, Uganda, and Haiti. Action Against Hunger-USA implements more than $60 million in programs annually, and approximately 1,500 permanent employees based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

Action Against Hunger has been present in Kenya since 2001 and is a transformative leader in nutrition security for improved quality of life among vulnerable communities. Action Against Hunger wants to contribute to the optimal functional performance of National, County, and Community systems through strategic partnerships for innovative nutrition-sensitive and nutrition-specific interventions to achieve its impact. The organization recognizes gender equality as central to its core strategy towards realization of effective and sustainable outcomes on nutrition, WASH and surveillance interventions. Action Against Hunger is currently implementing activities in West Pokot, Mandera, Samburu, Isiolo, Trans Nzoia, Kakamega, Bungoma and Busia counties.

1. Summary of position

The Logistics Assistant is a logistics support staff, supporting the ICT/Logistics Officer and Logistics Manager in daily operations in support of Base programs and activities.

Title of the position: Logistics Assistant:

Purpose:

• The Logistics Assistant will provide operational support to the ICT/Logistics Officer as well as the Logistics Manager.
• Promote high standards of integrity and accountability in the utilization of organizational resources.

S/he will be responsible to provide the following reports on a timely basis.

• Monthly Logistics and Stock Reports
• Monthly Fleet Reports
• Weekly Procurement Reports

1. Essential job functions

Objective 1: Procurement

• Obtain quotations when necessary and perform negotiations with suppliers for better prices and conditions
• Contribute to maintaining the national supplier database up-to-date & to nourish it from existing contracts, as well as market surveys.
• Contribute to improving the reliability of the order follow-up, and its dissemination amongst operational teams.
• Apply the value for money principle throughout the procurement process by implementing sound suppliers/service providers/contractors offers comparison, physical quality check, search for the best prices, etc.
• Support the efficient & exhaustive circulation, filing & archiving of procurement documentation
• Review & strengthen the Monthly Procurement follow-up, under the supervision of the ICT/Logistics Officer.
• Contribute to building and maintaining the local supplier database (at the Base level) up to date. Support building a strategic view of sourcing in the area.
• Support regular and comprehensive market surveys in the Bases.
• Support the quantity and quality check at every step of the supply chain.
• Issue and file stock reception forms upon reception of materials and dispatch to requesting teams/departments and Bases.

Objective 2: Support on Stock & Asset Management:

• Be familiar with all stock procedures as well as administrative procedures.
• Support organization of the stock, based on technical requirements or storage norms.
• Support issuing full documentation of all in and out movements of the goods/commodities (stock in reception forms and waybills).
• Prevent non-authorized in/out of items/commodities from store.
• Support regular inventory of the stock.
• Support the periodic inventories, and clear stock discrepancies in a documented manner;
• Support assets review, and physical inventories;
• Review & strengthen the Monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
• Support the efficient & exhaustive circulation, filing & archiving of asset documentation

Objective 3: Fleet, transportation & fuel management

• Support in the management of ACF fleet (Fueling, incident reporting, Driver management and Vehicle use reporting)
• Support fleet reviews, and fleet prospects under the Logistics Manager’s supervision (market surveys, fleet analysis, etc.)
• Support the implementation of user friendly tools for movements & maintenance planning;
• Review & strengthen the Monthly Motorized asset report under the CLM supervision, with logistics teams.
• Support the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation.

Objective 4: Reporting and Analysis

• Compile & consolidate Mission Logistics Reports from the Bases the share with Logistics Manager
• Analyze fuel consumption reports from Bases and report where there are irregularities as well as advise on areas of improvement
• Prepare and share with Country Director and Finance Head of Department all pre-final & final donors reports needed according to donor’s guidelines;
• Prepare annual security and Logistics reports as requested by Coordination.

1. Supervisory Responsibilities

• None

1. Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
• Must be able to travel as required for standard domestic and international business travel as well as to the country offices if appropriate. Based on the country office needs, the time spent on field trips will be a minimum of a quarter of his/her working time. While visiting the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.

1. Gender Equality Commitments & Zero Tolerance to Abuse

• Foster an environment that reinforces the values of women and men, and equal access to information.

• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.

• Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.
• Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.

• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.

• Value and respect all cultures.

1. Required Qualifications and Professional Experience

• Bachelor degree in supply chain & Logistics Management or other relevant academic studies.
• Membership with CIPS (UK) and/or Membership of KISM will be an added advantage.

1. Required Skills & Competencies

• At least 2-3 years’ experience in similar assignment with busy international NGO preferred.
• Previous INGO experience in staff management, Logistics, finance and project follow up.
• Ability to work under pressure while multi-tasking.
• Results driven and demonstrable ability to set and communicate goals and ensure effective and appropriate decision making and problem-solving.
• Good team player, able to organize, train and motivate a multicultural team.
• Excellent written and verbal communication skills to motivate and influence.
• Fluent in English (professional English needed).
• Good general knowledge in field of IT, mechanic, radio & satellite communications.
• Possession of driving license is an added advantage.