Trócaire is a partnership based Irish NGO supporting local civil society organizations working in more than 20 countries. Trocaire Somalia country programme focuses on health, nutrition and education in Gedo region in Somalia. A vacancy has arisen for Kenyan Nationals for the position of a Procurement and Logistics Officer, based in Nairobi.
Logistics Department provides support to the Technical Departments on all stages of the programme implementation in terms of supply chain management and administration. In some cases, however, a logistician may be requested to implement a logistics-related project or a part of it.
The overall responsibilities of a Procurement and Logistics Officer is perform supply & procurement and administrative activities in the Somalia program and regional offices.
Key Duties & Responsibilities
Procurement of goods and services
• Consolidating and validating procurement requests (PRs) as well as checking all PRs and ensure they are properly filed with clear specifications.
• Procurement of goods, Services including hotels and Sourcing for competitive prices while ensuring timely delivery/performance according to donor’s regulation.
• Facilitate the purchase of various commodities according Trócaire procurement policies/procedures and ensure that they are of good quality.
• Drafting supply and service contracts.
• Update Order follow up and provide feedback to requesters.
• Ensure proper storage and transportation of goods to Gedo Somalia.
• Prequalifying suppliers and maintaining supplier database.
• Liaison with suppliers to ensure prompt and accurate delivery of goods and provision of, services.
• Update programme procurement plans regularly in collaboration with the Logistics Coordinator.
• Ensure proper filing of purchase documents and archiving.
• Inform requestors of procurements on the progress by completing the procurement monitoring sheet.
• Act as the focal contact person with the suppliers.
• Ensure regular checks on supplier quality control and Periodic evaluation of suppliers’ performance.
• Carryout Regular market surveys to identify potential suppliers and market trends.
Additional Tasks
• Ensure office supplies are available in sufficient quantities at all times.
• Perform some administrative activities like receiving phone calls, and general office management.
• Flight, taxi, and accommodation bookings for visitors as and when needed.
• Understand other logistics staff activities and support/replace depending on demand.
• Receiving office visitors and directing to the right person/office.
• Create and maintain the rehabilitation files for both field and Nairobi offices
• Ensure that national rules and organisational policies and procedures are adhered to prior to commencement of any construction work.
• Ensure that transport service contracts are fully adhered to and that purchase files for respective transport services are completed to facilitate payment
• Follow-up on delivery of cargo with the transporter and get confirmation from consignees
• Plan and organise movement of cargo for dispatch to the field (air and road)
• Upon request conduct regular field (Mogadishu and Gedo) visits to carry out audit checks on the implementation of Trocaire logistics policies and procedures in the field and general support of the Field logs team in stocks management
Expected outputs
• Timely procurement of program and office supplies.
• Value for money ensured in our all procurements
• Suppliers paid in time following the fulfilment of all the procurement procedures.
• The right quality and right quantity of office as well as program supplies procured.
• Good relationship maintained with suppliers and other external parties
Essential requirements:
• Minimum, Bachelor’s degree in logistics or purchasing and supply management
• At least 3 years’ experience as a logistician with an INGO
• Computing/office technology, contract management and negotiating skills.
• Freight handling, mechanical, construction knowledge will be an added advantage
. Good organisation skills
HOW TO APPLY:
If you meet the above selection criteria, please send your curriculum vitae and a covering letter with subject titleProcurement and Logistics Officer to the hrkenya@trocaire.org by Monday 15th July, 2016, at 5:00 p.m. Only shortlisted candidates will be contacted.