Logistics Intern– Trocaire Global Support Office

Description of Unit/Department:

The logistics department supports the Country Programme through the purchase of supplies, the management of stocks, assets, and fleet management. The logistic function is crucial for the successful implementation of program activities and attainment of Trocaire’s program purpose and goal.

Main Purpose of the Role:

The Logistics Intern will support the logistics coordinator in ensuring that support activities with regards to procurement and logistics at the Nairobi and field offices are conducted with efficiency in accordance with Trocaire supply chain manual. S/he will closely work with Logistics coordinator to achieve the highest standards for efficiency.

The position holder prepares and maintains a variety of records related to the organization’s store activities and assists in keeping the assigned facility clean and orderly

Reporting to:

Logistics coordinator – with daily coordination with Field logistics officer and Program Support and Administration Officers

Safeguarding Children Policy

Trócaire is committed to Safeguarding Programme Participants from Exploitation and Abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. Any candidate offered a job with Trócaire will be expected to sign Trócaire’s Safeguarding Policies and Global Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

Key Duties & Responsibilities

• Maintain purchase records and other important data for reference.
• Create and maintain relationships with venders/suppliers.
• Make professional decisions in a fast-paced environment while consulting logistics coordinator on need basis.
• Negotiate pricing and supply contracts to ensure value for money on various procurement thresholds in collaboration with logistics coordinator.
• Develop plans for purchasing services, and supplies.
• Generate monthly procurement trackers and share with logistics coordinator for review.
• Ensure supplies procured match quality standards requested.
• Maintain and update list of suppliers.
• Collection of supporting documents for payments to suppliers
• Recording of third-party information: Legal Identity Forms, client references and financial Identification Forms of individuals and companies
• Track and follow goods shipped to Somalia with necessary documentation.
• Keep an updated asset register for country program.
• Help with quartely assets verification exercise.
• Back-up for the logistics coordinator in absence and leave.

Administration and Support.

• Working with PSAOs to provide timely support to programs.
• Prepare monthly status report on all supplies including stock of medicine, nutrition, non-medical supplies, and medical equipment in his/her custody.
• Identify and share report on expired/obsolete supplies with Field logistics officer and operations manager for possible disposal.

Essential Requirements

• Degree in Supply chain management
• Computer literate with experience in Excel accounting packages
• Organised and efficient worker
• Ability to work under pressure and to meet deadlines.
• Strong organizational skills, with an emphasis on time management and the ability to plan, organize and implement various activities within a time-pressured environment.
• Ability to work both independently and as part of a team.
• Good professional verbal and written communication skills
• Knowledge of the Somali language and Environment is an added advantage.

Salary Grade:

1