Logistics Assistant
Action Against Hunger, Kenya
Job Description
Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief and development interventions in over 45 countries worldwide in the sectors of Food Security amp; Livelihoods, Nutrition, health, Water, Sanitation and Hygiene, and Disaster Risk Management. Action Against Hunger-USA, an independent NGO, currently manages operations in 8 countries: Kenya, South Sudan, Ethiopia, Tanzania, Uganda, Somalia, Haiti and Zambia. Action Against Hunger-USA has over $100 million in programs, and approximately 1,700 staff based in New York, Washington DC, Nairobi and various country offices and Additional growth is anticipated.
Summary of position
The Logistics Assistant will perform a wide range of office support activities (local procurement, stores and inventory management) at the Regional Office to facilitate the efficient operations at the Nairobi Office.
The Logistics Assistant:
- Purpose: Manage local procurement, inventory and stores management, compound /facilities management as well as providing support logistics units by performing varied responsible office support functions as per laid down procedures.
- Engagement: Interact with staff within the Action Against Hunger staff, adapt to the needs and expectations of services in Logistics.
- Delivery: Apply skills to support staff and develop working knowledge that will ensure effective and quality day-to-day operations of the Office, add value to the organization and promote a sense of pride, purpose and belonging.
Essential job functions
Objective 1: Procurement
- Obtain quotations when necessary and perform negotiations with suppliers for better prices and conditions.
- Contribute to maintaining the local supplier database up-to-date amp; 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 amp; exhaustive circulation, filing amp; archiving of procurement documentation
- Review amp; strengthen the Monthly Procurement follow-up, under the supervision of the Regional Supply Chain Officer.
Objective 2: Support on Stock amp; Inventory Management:
- Be familiar with all stock procedures as well as administrative procedures.
- Support the 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 the 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;
- Support the efficient amp; exhaustive circulation, filing amp; archiving of asset documentation
Objective 3: General Services Support (Fleet management, Energy, Facilities management)
- Supervise and Implement Building Maintenance Repair Maintenance.
- Ensure that the HEARO office has the proper and safe electrical network. Support energy/ICT Technical team on regular energy system checks.
- Ensures all Utilities are managed on monthly basis and Paid on time
- Manage the transport/ Movement plan on a weekly basis
- Checks the vehicle on regular basis to ensure the functionality and availability of tools.
- Ensures that Log books are filled correctly, Prepares Consumption report.
- Archives Driver Files and Vehicles files, keep them updated upon Addition / Modification
Objective 4: Reporting and Analysis
- Compile amp; consolidate Procurement reports and share with the Logistics Specialist.
- Prepare monthly Inventory/Equipment/Fleet management/Energy-generator reports
General
- Perform any related duties as assigned by the supervisor.
During the internship period, you are expected to demonstrate Action Against Hunger-USA’s five core values:
Respect- we work with compassion and dedication, treating everyone the same way we expect them to treat us.
Integrity-: we believe that being honest and fair is integral to every aspect of our work. Conducting our work with a spirit of sincerity, truthfulness and transparency is imperative.
Creativity-we encourage new ideas, embrace i