ACTED Job Vacancy in Kenya : Regional Logistic Manager

Reference : RCLM/KEN/SA

Department: Logistique

Contract: CDD

Duration 6 months

City: Nairobi

Starting date: ASAP

Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Our interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context. Our 3,300 staff is committed in to responding to emergencies worldwide, to supporting recovery and rehabilitation, towards sustainable development.

Our teams in the field implement some 340 projects in 34 countries covering the following sectors emergency relief, food security, access to health, education and training, economic development, microfinance, advocacy, institutional support, and regional dialogue, cultural promotion.

Based on considerable experience addressing the needs and situations of vulnerable communities, ACTED contributes to the international agenda towards reaching the Millennium Development Goals, through a wide range of partnerships, innovative initiatives, and campaigns.

Country profile

Capital Office : Nairobi

National Staff : 105

Areas : Kenya, Uganda (Pokot, Middle Juba, Northern Uganda, Karamoja)

On-going programmes : 19

Budget : 4.2 M

ACTED launched its Kenya mission in January of 2008 with an emergency assistance program for residents in Nairobi slums affected by the post election violence. Since 2009, Nairobi has been the home base of ACTED’s relief operation in Southern Somalia aimed at supporting vulnerable famers affected by recurrent droughts.

In 2010, ACTED’s mission in Kenya/Somalia sought to address the needs of pastoralist and farmer communities of North Central Kenya and South Somalia arising from multiple shocks such as adverse climatic conditions and disease outbreaks, through emergency food and non-food items distribution. In the wake of this emergency context, ACTED also promoted the adoption of sustainable community-based solutions, emphasizing livelihood strengthening and diversification, natural resource rehabilitation and management, good hygiene practices and access to sanitation facilities.

ACTED is developing its programs in South Somalia, focusing on building capacity to respond to emergency outbreaks, as well as ensuring local populations are integrated into longer term projects aiming at improving their livelihoods. This will occur in the form of food, water, sanitation and hygiene (WASH) and livelihood support to vulnerable agro-pastoral and riverine communities.

Today, ACTED’s teams and resources are mobilized on the front of dire needs in our areas of intervention in Somalia and Kenya, as well as other areas in the Horn of Africa.

Position profile

Under the direct supervision of the Country Director, key responsibilities include:

1. Logistical Management

Logistical management of Mission premises:

Oversee the furnishings of premises (offices and guesthouses);

Supervise maintenance and repairs of premises;

Provision and replenishing of office supplies:

Identify needs in stationery and office supplies;

Establish a follow-up procedure for the stationery store;

Undertake purchases and storage of supplies;

Manage the expenses for the logistical department ;

Provide documentary justification of expenses to the Country Finance Department;

2. Procurement, Stock Management and Suppliers

Undertake a market study;

Set up and maintain a database of local suppliers, detailing criteria of quality, price, service, ethics etc;

Follow up of Procurement Procedures, conforming to procurement guidelines :

Undertake quotations or launch Calls for Tender;

Purchase goods, draft contracts;

Receive merchandise and oversee the customs procedures for imported goods;

Check the condition and nature of goods received as required by the contracts;

Manage the presentation, circulation, filing and archiving of procurement documents, conforming to FLAT procedures;

Management of Stocks and Supplies:

Identify warehouses for storages, ensure premises are furnished and made secure for use;

Establish tools for stock management;

Undertake periodic inventories;

Manage stock movements and distributions of goods in the framework of project implementation;

3. Management of the Vehicle Pool and Transportation

Management of the Vehicle Pool:

Organise the allocation and daily availability of vehicles;

Establish tools for vehicles follow-up: log books, technical check-ups etc.

Ensure the maintenance of and undertake a monthly inventory of the vehicle pool;

Calculate and check the monthly cost of each vehicle (fuel consumption, repairs) in coordination with the CFO;

Identify companies for the transportation of stock;

Elaborate and follow a timetable of stock delivery for projects;

Complete and file waybills ;

Organise and oversee loading and unloading of goods;

Ensure administrative and custom requirements are adhered to;

4. Management of Technical Equipments

Organise the installation of computing hardware and software (computers, printers, scanners, photocopiers, Network systems);

Identify suppliers of Internet access and negotiate service contracts;

Ensure back-ups of information and files are kept on the server;

Ensure the maintenance and undertake a regular inventory of IT equipment;

Management of Communication equipment:

Organise the installation of communication equipment: telephones, HF and VHF radios;

Train staff in the use of such equipments;

Ensure the maintenance and undertake a monthly inventory of communication equipment;

Calculate and check the monthly communication cost of each base (telephones, e-mail, Internet), in coordination with the CFO;

Management of Power supplies equipment:

Organise the installation of equipment: generators, solar panels etc;

Train staff in the operation of such equipments;

Ensure regular maintenance and undertake a monthly inventory of equipment;

5. Department Follow-up

Update the organization chart and ToRs of the logistics department according to the mission development;

Oversee the team and undertake appraisals of directly supervised colleagues;

Ensure training and capacity building for logistics team members in order to increase the level of technical ability and skills within the department;

Internal Procedures and Information Flows;

Develop relevant management procedures within the team;

Improve information flows within the department and with other departments and projects

Qualifications

At least 2-3 years of working experience in insecure environments; preferably in Africa, Asia, or the Middle East;Extensive experience in logistics and/or security management and procedures;Demonstrated communication and organizational skills;Ability to train, mobilize, and manage both international and national staffFlexibility and ability to multi-task under pressure;Ability to work well in unstable and frequently changing security environments;Willingness to work and live in often remote areas under basic conditions;Proven ability to work creatively and independently both in the field and in the office;Advanced proficiency in written and spoken EnglishKnowledge of local language and/or regional experience highly desirable

Conditions

Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonusAdditional monthly living allowanceFree food and lodging provided at the organisation’s guesthouse/or housing allowance (depending on contract length and country of assignment)Transportation costs covered, including additional return ticket + luggage allowanceProvision of medical, life, and repatriation insurance + retirement packageHow to Apply

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