Background:
Johanniter-Unfall-Hilfe e.V. (www.thejohanniter.org) is a German Non-Governmental Organization implementing interventions in Emergency Response and Preparedness, Health and Livelihoods in Latin America, South East Asia, Africa and Europe, with its headquarters in Berlin, Germany. In Kenya, the organization has been active since 2005 supporting local partners in various fields such as health care, emergency response, nutrition, food security and livelihoods. In May 2011, Johanniter opened an office in Nairobi in order to enhance its Kenya programme and strengthen the cooperation with its local partners.
Currently, together with our Kenyan partner organizations, Johanniter is implementing health and livelihoods projects in Turkana and Isiolo.
Overall Job Purpose:
To provide logistics support with various tasks within the Logistics & Procurement Department.
Tasks:
Procurement:
• Support the Logistics and Procurement manager with all stages of procurement: ensuring RFPs are complete; sending out for quotations and being the focal person for communication with suppliers; preparing the QET; preparing the NCPs, PAs and PO’s.
• Filing (soft and hardcopies) of procurement and logistics documents ensuring that the complete procurement files are uploaded on 4JUH in the appropriate folders.
• Supports with the maintenance of the procurement tracker.
• Maintains the supplier payment tracker alerting the Logistics and Procurement manager about any due payments, compiling all relevant invoices to be presented to Finance.
• Together with the Logistics and Procurement manager, ensures that goods, services and works procured by the country office are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).
• Inspects and ensures the quality of received goods and that the required documentation is present e.g. good received notes, delivery notes, waybills etc.
Asset and Inventory Management:
• Ensures regular physical inventory checks are done of all assets and equipment, that appropriate storage conditions exist, and security of such items is ensured.
• Ensures accurate documentation of the allocation of assets and ensuring that they are tracked, labelled, operated in the most cost-efficient manner, and maintained appropriately.
Contracts:
• Together with the Admin Officer, regularly reviews the contract trackers and ensures it is up to date.
• Supports the Logistics and Procurement Manager in alerting him/her to contracts about to expire, which are due for renewal, ensuring to start the process at least 4 months in advance.
Other:
• Acts as the focal person for all services/works/maintenance required in the office, updating the manager as required.
• Maintains an up-to-date contact list of suitable tradespersons (e.g. plumbers, electricians, carpenters etc)
• Makes flight bookings and vehicle hire for field trips once procurement process is completed
• Perform photo coping/scanning of documents as required.
• Performs other tasks as may be assigned by the Logistics & Procurement manager relevant to the position.
Person Specification:
Professional Qualifications and Experience:
• Degree in procurement and logistics or other relevant Degree.
• No more than 1 years’ experience working in a logistics & procurement unit with an INGO.
• Good knowledge and understanding of procurement and logistics procedures including donor compliance.
Skills:
• Good interpersonal skills
• Fluency in English with excellent verbal and written communication skills
• Strong organizational skills
• Attention to detail and timeliness in reporting
• Analytical
• Team player
• Ability to work with minimal supervision
Johanniter Safeguarding Statement and / or Commitment:
It is Johanniter’s responsibility to create an environment built on integrity, respect and accountability, in which all staff and volunteers are comfortable to work and feel safe. We have a zero-tolerance policy when people cause harm to others. Those who misbehave or are complicit will be held accountable for harmful actions. It is the employee’s responsibility to promote appropriate behavior and to report infringements that could potentially harm those in our organization’s care and damage the reputation of Johanniter. Those who raise complaints or concerns will be appropriately protected and respected.
How to apply
• Johanniter is an equal opportunity employer that values diversity. Suitable candidates with disabilities are encouraged to apply.
* We require background checks (including criminal record and reference checks) to protect the vulnerable and prevent abuse. *
• Applications for this position should be sent to recruitment.kenya@johanniter.de until 12th April 2024 by 5:00pm East African Time.
Please attach;
1. A cover letter and CV.
2. Certificates of Service from past jobs (a must).
3. Certificate of good conduct (from DCI). Should be within one year from the date of issue.
4. Provide reference contacts of three former supervisors or HR responsible; no other contacts will be accepted.
• Please indicate Logistics and Procurement Assistant in the subject line of your e-mail and in the application mention your earliest date of availability.
• Only complete applications will be considered. Only short-listed candidates will be notified. Shortlisted candidates will be invited by email on short notice.