To provide efficient and effective logistics, procurement and transport support to all Marsabit Program office in compliance with Concern’s and Donor policies & procedures.

Logistics Support & Stores Management

• Ensure efficient and timely operations support for programme implementation
• Submitting monthly Stock Reconciliation and Transport Reports
• Maintaining an updated inventory register for Marsabit office
• Staff movement planning, scheduling vehicle servicing, maintenance & repairs
• Ensuring that Marsabit Fixed Asset Register is up to date

Vehicle Rental

• Submitting Supplies Requests to Nairobi for vehicle hire, adhering to the procurement timelines and supported by movement plans
• Inspecting vehicles, where possible, before they are engaged
• Ensuring all approved POs are issued to respective suppliers for all vehicle hires and ensure proper tracking of PO utilization to eliminate over expenditure.
• Following through with suppliers for timely submission of invoices and log sheets and review for accuracy and completeness
• Updating PO tracker for vehicle hires

Procurement & Distribution Management

• Responsible for all procurements carried out in Marsabit within approved thresholds e.g. stationery, water supply, office consumables etc
• Process Supplies Requests (SRs) ensuring they are authorised correctly by budget holders and in adherence to donor specific rules.
• Source quotations (RFQs/RFPs) and prepare QEF’s and ensure they are reviewed and properly authorised by budget holders as per approved DOA.
• Follow up with Marsabit team and ensure timely submission and processing of invoices upon completion of service or delivery of supplies and update invoice & SR trackers.
• Complete payment requests and coordinate with finance to ensure supplier payments are made in a timely manner.
• Participate in supplier evaluations/assessments, supplier prequalification, market surveys and provide support in establishment of approved supplier list.
• Soft copy and hard copy filing for procurement documents.
• Any other tasks assigned from time to time.
• Update the SR tacker on a weekly basis and clearly indicate procurement status for all procurements actioned.
• Liaise with suppliers and ensure timely delivery of services and supplies locally including receiving and documenting all deliveries and invoice processing.
• Issue tender documents to requestors when a tender is announced and recording the same upon receipt.
• Ensure all distributions to program participants are well documented, distribution documents properly filed and originals sent to Nairobi

Administration Management

• Liaise with landlord for proper running and maintenance of the office premises and timely submission of rent invoices.
• Organize transport and accommodation for visitors to Marsabit
• Ensure adequate supply and proper utilisation of office consumables
• Assisting with document reproduction e.g. photocopying, scanning and sending programme support documents to Nairobi via courier.
• Schedule repairs and maintenance for equipment and generator, as needed
• Responsible for health & safety procedures for all offices, including replenishment of first aid kits and servicing of fire extinguishers
• Ensure all paperwork filing is complete, accurate, up to date and in correct order.

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
• 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, Procurement, Supply Chain Management or related field
• Professional certification in procurement and logistics or supply chain management
• Relevant experience in procurement and logistics management
• At least three (3) years’ experience working with an NGO or UN Agency in a similar role
• Experience in emergency response and in setting up emergency logistics operations
• Proficiency with computer programmes eg excel, word, powerpoint etc
• Good interpersonal, organization and communication skills
• Preference will be given to candidates who have:
• Previous experience of working in an INGO and /or Concern
• Team Player with ability to work under pressure
• Confidentiality, Integrity and ability to handle sensitive situations
• Ability to be flexible/adaptable in the face of changing priorities
• 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