Officer Logistics, Transport and Stores

Job Title: Officer Logistics, Transport and Stores

Reports to: Coordinator Logistics

Closely Work with : All staff in Nairobi and Logistics staff in programme areas

Job Location: Nairobi (Candidates must be legally entitled to work in Kenya at the time of application – National Position)

Contract Details: Fixed Term, Twelve (12) Months Contract (Renewal subject to avaliability of funding and performance)

Job Summary

The Job holder will be responsible for Transport and Stores management in compliance with Concern’s and Donor policies & procedures. (Must read and understand Transport and Warehouse manuals)

Main Duties and Responsibilities

Transport

1. Nairobi Office

• Schedule and plan the use, movement, maintenance and repair of vehicles and thereby facilitating the most cost effective delivery of transport services.

• Ensure driver(s) accompany all vehicles for servicing. The driver must verify that service is completed and sign off on all job cards.

• Ensure vehicles are correctly fitted with seat belts, first aid kits, fire extinguishers, spare tyres, jacks, tools etc.

• Maintain all transport & fleet records for Nairobi Vehicles in accordance with Concern and donor requirements. Following up with suppliers for timely submission of transport related invoices ( Taxi & Fuel) & log sheets for timely payment processing

• Conduct checks on rented vehicles before engagement

• Ensure all paperwork filing is accurate, up to date, and in correct order so as to easily facilitate checks and audits (Separate folders for each vehicle).

• Manage Concern driver(s) in Nairobi. This includes ensuring daily checks are done and regular cleaning of vehicles.

• Line manage Nairobi driver(s) and ensure timely setting of objectives, annual performance reviews and submission of timesheets.

  2. All Offices

• Ensure drivers use good driving techniques that are geared towards reducing fuel costs, exhaust emissions, vehicle wear and tear and increase safety.

• Ensure timely & proper servicing/maintenance, maintain relevant documentation and keep records of all “next service km” for all Concern vehicles.

• Review all fuel vouchers, routine service documents before submission to budget holders for approval etc.

• Liaise with the procurement officer on the procurement of spare parts for technical approval, fuel and other transport or fleet requirements and advising staff on Concern’s Transport & Fleet policy & procedures

• Log sheets are correctly completed including km is charged to correct programme.

• Train new drivers on the use of DiRTrAC system, update the system by adding and deleting users, check vehicle trips, amend trips etc.

• Check vehicle trips, amend trips, update the system by adding and deleting users

• Ensure use of Concern job cards.

• Vehicle tracking to ensure rules are being adhered to e.g. speed limits.

Stores

• Manage stores and all store documentation e.g. stock cards, warranties etc in Nairobi
• Receive and document all deliveries (long term and in transit) and ensure safe storage.
• Organize dispatch, loading and offloading of deliveries.
• Transportation of supplies cost effectively by comparing courier vs consolidated cargo to and from program locations.

Distributions

• Track distribution of purchased items ensuring proper documentation and summarise distribution reports for all offices.
• Maintain the final distribution files, manage all records submitted by program teams and ensure accurate consolidation and reporting.

Reporting

• Prepare monthly transport and fleet reports for Nairobi office and submit for review by Line Manager, approval by the BH and for payment by 8th every month.
• Compile carbon footprint report for Concern vehicles by providing data on vehicle use, fuel consumption etc.
• Consolidate and review transport reports from the field offices before forwarding to the Logistics Coordinator for approval.
• Download reports and logsheets from the DiRTrAC system and share with finance
• Review all field transport reports and highlight anomalies before presenting for Line Managers review.
• Compile Nairobi fuel vouchers, reconcile fuel and utilization report at the end of every month, and submit documents for approval and payment processing.
• Compile Nairobi taxi reports per program and prepare PRF for payment
• Prepare comprehensive stores reports and stock reconciliation reports for Nairobi office
• Carry out stock reconciliation for Nairobi office and review the same documents from field offices)

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Participating and contributing towards Concern’s emergency response, as and when necessary
• Take all possible measure to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

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
• Up-to-date knowledge of traffic and NTSA regulations regarding to licensing, road safety, etc.
• Experience with Health and safety in Transport
• Working knowledge of 4 x 4 and hybrid vehicles, vehicle spare parts, transport logistic systems, including procurement and stores management
• Excellent report writing, communication, interpersonal, organisation and negotiation skills
• Competency in the use of computer applications i.e. Microsoft Word & Excel
• Kenyan driving license.
• Basic Mechanical skills and Motor bike riding license is an added advantage
• Willing to travel, flexible, adaptable and with an ability to work under pressure.
• Fluent in both spoken and written English and Kiswahili.
• A team player, flexible and with an ability to work calmly and effectively under pressure and to make quick rational decisions

Desirable:

• CIPS/CILT certification
• Apprenticeship in motor trade
• Ability to manage time and work effectively without constant supervision

Preference will be given to candidates who have:

• High integrity and demonstrated ability to follow standards and policies
• Commitment to humanitarian principles and values
• Commitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies

Safeguarding at Concern: Code of Conduct and its Associated Policies

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 consultancy opportunity with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their consultancy contract. 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 do consultancy work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, being hired as a consultant 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