Organisational background
Action Contre la Faim (Action Against Hunger) has been conducting humanitarian programs in Somalia Since May 1992. Currently, ACF is conducting its humanitarian activities in Somalia focused on treating and preventing malnutrition, increasing access to clean water and appropriate sanitation, strengthening the food-security and the livelihoods and thus boosting the resilience of communities in Somalia as well as emergency response via program bases in Mogadishu (since 1995), El Berde (since 2012), Xudur (since 2014), Eyl (Puntland, since 2014) and Tieglow (2015).
The positions and responsibilities
ACF Somalia is looking for suitable Kenyan National to fill Logistics Assistant, based in Nairobi. Reports directly to the Supply Chain Manager, the Logistics Assistant’s core responsibilities will include but not limited to the following:

Goal:
Provide logistics support for carrying out coordination logistics and different base activities in coordination with and under direct supervision of Supply Chain Manager; Ensure the performance & follow-up of assigned Supply Chain & Logistics activities as per ACF & Donor defined rules & procedures; Ensure the performance of all purchases ordered in the capital for the mission.
ACTIVITIES:

Procurement:
• Receive Procurement Request from all department & field offices;
• Check all the Procurement Request: accuracy of the request and information, specification, lead time, etc;
• Get the approval of Procurement Request from the person in charge;
• Register the approved Procurement Request on the Procurement Follow-up;
• Treat the Procurement Request as per ACF defined standard procedure and Procurement plan;
• Prepare the Request for Quotation and/or Tender Dossier as per market and standard KitLog procedure and treat accordingly;
• Prepare Complete Purchase Dossier as per KitLog Procurement procedure and get validated by person in charge;
• Place the purchase order & ensure the delivery follow-up through physical inspection with relevant vendor;
• Update Procurement Follow-up regular basis and share among the coordination and base weekly basis;
Follow-up on Vendor Payment:
• Check and ensure the compliance of the received invoices and delivery note against the procurement request;
• Transfer the approved invoices to the finance department for payment to vendor;
Quality Control and Delivery Follow-up:
• Inform different departments about the treatment given to their request regular basis or by weekly meeting;
• Ensure Quality Control inspection of the goods, work & services (quality, quantity, price, procedure) received from Partners, Suppliers & Service Providers;
• Follow the management of stocks (storage conditions, reports, expiry date, inventory, correct use of logistics documents and references) with accurate donor information in the main store but also on the C&F agent stores;
• Ensure on time delivery to the requester, departments, bases and programmes;
• Follow the consumption, establish minimum levels and timely order of new goods or inform coordination team;
• Ensure good vendor relationship;
• Guarantee that the KitLog Procurement procedures are respected;
• Receive goods from the partners (UNICEF, WFP, ICRC, etc….) and ensure proper documentation and good relationships are maintained.
Logistics Information Management:
• Keep the prequalified vendor list up to date;
• Keep the Mission catalogue and price list up to date;
• Keep the Mission Contract Follow-up up to date;
• Keep the Mission In Kind Donation File up to date;
Archiving:
• Ensure proper filing and archiving (hard copy & soft copy) of all Logistics documents as per ACF archiving rules & guidelines;
Manage the restoration and maintenance:
• Ensure that the structures necessary for the base to function are restored and well maintained: offices, premises, warehouse, guest house, etc;

Reporting:
• Prepare the Monthly Logistics Report on logistics activities (Procurement Follow-up, Stock Report, Inventory Report, In Kind Donation Report, etc) and submit on Time;
• Ensure the feedback given on Monthly logistics Report has been properly anticipated;
• Produce any urgent ad hoc reporting by mail / telephone depending on the situation;

Qualifications, Experience and Competencies:
• Graduate and/or Diploma certificate on Logistics and/or Supply Chain Management;
• Proven minimum 2 years relevant working experience with any INGO and/or development organizations;
• Computer Skills in MS-Office, Internet, Reporting, etc;
• Flexibility;
• Good organizer and follow-up skills;
• Good analytical skills and creative thinking;
• Excellent writing and presentation skills;
• High degree of diplomacy paired with rigor and integrity;
• Confident with a professional attitude and capable of handling variant stakeholders of different categories;
• Excellent communication and negotiation skills;
• Fluent in English (reading, writing & speaking);
• Familiar with Somalia Context and Culture;

HOW TO APPLY:
Applications, including CV with cover letter and 3 professional references to be sent via email to:
hr-recruitment@so.missions-acf.org not later than 21st February 2015 clearly mentioning the position and the location on the subject line. e.g VA001/2016 Logistics Assistant-Nairobi
Only short-listed candidates will be contacted for interviews Female Candidates are particularly encouraged to apply.