ummary of the job title

• A Procurement Assistant is being recruited to support a Germany Government (GFFO) funded humanitarian response project that covers specific disaster hotspots in Northern Kenya Turkana County- This position will be based in Turkana North. He/she will work closely and in consultation with the field assistants, the FSL officer, the SoH Area Manager and the regional procurement officer.

His/her responsibilities will be guided by the following objectives

• Make sure that Sign of Hope gets real value for money spent on items by confirming the right quantity of the right quality product, at the right place and time, in right condition.
• Reduce the cost of operations by making sure there is minimum wastage of resources e.g. loss by insect infestation in the stores and on transits.
• Follow up to confirm that First in First out system is adhered to avoid wastage by expiry.
• Map the markets situation for goods to be purchased and distributed in the project area including the larger Northern Kenya.
• Maintain good working relationship with the existing suppliers for the benefit of Sign of hope and transparency in operations.
• Keep updated inventories at field level, recording all the assets details.

Key Duties / Responsibilities:

• Perform duties assigned, pertaining procurement. This includes any activity or office work delegated by the project manager; prepare reports of logistics as per the need.
• Keep the project manager frequently updated on progress of work assigned.
• Commit to monitor the projects assigned, carefully and conscientiously according to Sign of Hope specifications. Further commit to use any resource made available for logistical and procurement tasks, economically and appropriately.
• Make sure requisitions have minimum specifications for items requested and per the budget lines; make sure there are funds before forwarding to the project manager for onward approvals.
• When needed obtain quotations from suppliers and transporters in view of purchasing goods and services, or for transportation of the same and share with the project manager.
• Prepare Competitive Bid analysis (CBA) for deliberations and submit accordingly to the project manager for onward approvals, receive and inspect goods on collection or delivery from suppliers on four eye principle.
• Make sure stores are ready: fumigation/clean, before cargo arrives at the field locations
• Confirmation and acceptance of cargo considering requestor’s specifications, quantity, quality and packaging
• Sign delivery notes/waybills on receiving goods and make sure the consumption sheets are updated accordingly.
• File all documentation soft copies on Next cloud and hard copy filing of any given procurement transaction i.e. requisitions, obtained quotations, CBA, purchase orders, invoices, transporters contracts, Sign of Hope delivery notes in the Procurement file.
• Liaise with field personnel, partners, airliners, lorry transporter; repeatedly monitor that a scheduled trip arrangement is on track.
• Perform any other duty assigned by the project manager.

Minimum requirements:

• Bachelor’s degree in procurement, logistics, Social science, agronomy, humanitarian action, or any related field with at least 2 years work experience
• Related Diploma with at least 3 years of relevant experience will also be considered
• Knowledge of SPHERE and other humanitarian programming standards
• Demonstrated success working effectively and respectfully with host communities, government, private sector, partners and other stakeholders in complex environments.
• High frustration tolerance/resilience and strong capability of working in a fragile context and fast-paced environment on highly dynamic topics
• Advanced knowledge of MS Word, Excel, and PowerPoint
• Excellent and persuasive oral and written communication skills, including report writing
• Good team player and experience in mentoring staff
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Excellent spoken and written English

go to method of application »

Summary of the job title

FLW/WASH/MEAL Assistants are being recruited to support a Germany Government (GFFO) funded humanitarian response project that covers specific disaster hotspots in Northern Kenya Turkana County- This positions will be based in Turkana North. He/she will work closely and in consultation with the FSL and Protection officers the SoH Area Manager and the regional humanitarian relief officer (HRO). S/he will responsible for the daily organizing, planning and implementation of the activities. With guidance from the Humanitarian Response Manage FSL/Protection Officers, she/he will spearhead the needs assessment, implementation, monitoring and reporting of all the field activities together with ensuring proper coordination with national, regional and local government and/or authorities, stakeholders/NGOs, project beneficiaries.

• Ensure proper planning, implementation, monitoring and reporting of Food assistance food aid), livelihood, WASH and protection interventions.
• Establish and maintain transparent and functional relationships with target communities and local government at project sites.
• Ensure that the program resources are implemented in a transparent and accountable manner and handed over or completed in a way that promotes local capacities and sustainable operations
• Provide support and guidance in various programming activities including but not limited to rapid needs assessment, market assessments and beneficiary identification, selection and independent or joint verification processes as per jointly set criteria to ensure impartiality, in coordination with project team members, local authorities and communities.
• Monitor and verify the provision of food assistance and other NFIs to the targeted beneficiaries.
• Document and all food and NFI distribution lists as per the agreed work plan and template to ensure SoH’s minimum standard operating procedures are followed.
• Liaise with local authorities and NGOs in the field in targeting and identification of needs to avoid duplication and exclusion/inclusion errors and guarantee the continuous cross check of program participant list
• Support in conducting During/Post-Distribution Monitoring (PDM) and Outcome Monitoring for food aid and NFI distribution to ensure the program quality and document lesson learned.
• Works closely with the FSL and protection officers to generate practical information that can be used for on-going project decision making while also capturing results at outcome levels.
• Prepare and/or consolidate quality monthly updates and quarterly reports for the activities under his/her responsibility.
• Keep record of all required documents related to food assistance, beneficiary selection, distribution and post distribution monitoring.
• Collect, register and report beneficiaries’ feedback and complaints.
• Ensure consistent reporting and documentation to improve program efficiency and quality.
• Support the protection officer in mainstreaming of protection, gender and inclusion issues across the project areas
• Work closely with all stakeholders and ensure the community participation in the project activities.
• Support other humanitarian activities of SoH upon the request of the supervisors.

Minimum requirements:

• Bachelor’s degree in Social science, public health, agronomy, food security, nutrition, humanitarian action, or any related field with at least 2 years work experience
• Related Diploma with at least 3 years of relevant experience will also be considered
• Food security, livelihood programming, agriculture, and food aid programming and Monitoring and evaluation (MEAL) experience will be a plus
• Knowledge of SPHERE and other humanitarian programming standards
• Demonstrated success working effectively and respectfully with host communities, government, private sector, partners and other stakeholders in complex environments.
• Knowledge of community participatory approaches, disaster risk reduction, recharge, re-use and retention (3R) concept desirable.
• Experience working in multi-cultural and multi-ethnic settings is highly preferred
• High frustration tolerance/resilience and strong capability of working in a fragile context and fast-paced environment on highly dynamic topics
• Previous working experience in Arid and Semi-arid Land (ASAL) areas is desirable,
• Advanced knowledge of MS Word, Excel, and PowerPoint
• Excellent and persuasive oral and written communication skills, including report writing
• Good team player and experience in mentoring staff
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Excellent spoken and written English

Qualified candidates are invited to submit in English, a meaningful cover letter, a CV, three professional references, salary expectations, certificate of good conduct and an indication of a possible starting date & availability via email with the email title (GFFO Field Assistant Vacancy) (max. 2MB)

Qualified candidates are invited to submit in English, a meaningful cover letter, a CV, three professional references, salary expectations, certificate of good conduct and an indication of a possible starting date & availability via email with the email title (GFFO Procurement Assistant Vacancy) (max. 2MB)

NB: Applications that do not quote expected salary will be disqualified.

To: SIGN OF HOPE - NAIROBI

Email: recruitment@sign-of-hope.org

(Application deadline: Until the position is filled, screening of applicants will begin immediately, and interviews will be conducted on an ongoing basis, although the final deadline for submission will be on 6th September 2023)

NB: Applications that do not quote expected salary will be disqualified.

To: SIGN OF HOPE - NAIROBI

Email: recruitment@sign-of-hope.org

(Application deadline: Until the position is filled, screening of applicants will begin immediately, and interviews will be conducted on an ongoing basis, although the final deadline for submission will be on 6th September 2023)