Logistics Assistant- Nairobi at ACTED

Position: Logistics Assistant

Department: Logistics

Direct hierarchy: Senior Logistics Officer

Location: Nairobi

Starting date: April 2022

I. Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context. Their 3,300 staff is committed in to responding to emergencies worldwide, to supporting recovery and rehabilitation, towards sustainable development.

ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the Logistics Assistant position based in Nairobi.

Duties and Responsibilities

1. Procurement Support.

• To Follow up with Procurement Reporting on Capital level including but not limited to:
• Order Form follow up (PRO-10) entry and update when requested.
• Supplier Database (PRO-3.1) filing and updates when requested, coordinate with his supervisors, to register 100% of new suppliers on the ACTED HoA Supplier Database.
• Payments updates with finance using only OFFU (PRO-10).

Procurement Support and Executions Under A (Direct Purchases), B (3 Quotations + PM), Procurement under FWAs and C (3 Quotations+ PM + Contract):

• Procures the requested items in the shortest possible lead-time and against the most advantageous cost whilst taking into account that quality of the goods must remain within ACTED standards.
• Receives OFs for local purchases done on capital level from the concerned requester after authorization and update Order Form follow up (PRO-10).
• For ready-signed Framework agreement, to issue Purchases Orders (PRO-04) and prepare them for approval and execution.
• Requests price quotations from various suppliers for preparation according to the lead time communicated via his/her supervisor.
• Analyze quotations using the Procurement Memos (PRO-08) to ensure ACTED obtains the best possible value for money. The time-frame for producing a PM is dependent on the urgency and complexity of the order but should normally be between two days and six days.
• Submits selection to the Logistics Officer for approval according to the financial rules of the Delegation to the Purchaser.
• Prepare contracts based on fair and transparent negotiations with suppliers. The time-frame for producing a contract should be no more than one or two days.
• Match invoices, stock reception forms and service completion certificates to contracts, filing copy documentation and transferring to Finance for payment. Payment should take no more than one or two days upon receiving an invoice.
• Ensures follow up of the purchasing process until delivery of the goods and ensures official handover of items against signature of receipt.
• Upon request and in exceptional circumstances handles petty cash purchases upon requests.
• Provide any support for the good functioning of ACTED Logistics department whenever requested by ACTED Management.

Procurement Support and Executions Under D (National Call of Tender), E (International Call for Tender).

• Prepare and draft Tender documents, according to the Procurement Scenario and as per requested by his line manager.
• Support in the execution of quality check with requester as per his/her line manger directions.

Accountability, Transparency and Compliance in procurement:

• Accountable for overall compliance with the procurement procedures. Advise supervisor and colleagues on solution-oriented methods to conduct large and intense procurement while adhering to policies timelines;
• Conduct himself/herself both professionally and personally in such manner as to bring credit to ACTED and to not jeopardize its humanitarian mission.

Framework Agreements and Supplier Management:

• Support in FWAs preparation and documents drafting.
• Ensure 100% of FWA documentation is correctly filed in hard-copy and electronic-copy.
• Follow-Up on supplier management issues, including late delivery, late payment, and quality assurance concerns within one day of identification.

2. Transport:

• Planning movements and scheduling drivers.
• Monitor monthly fuel consumption and rental expenditure.
• Arrange regular preventative maintenance according to the manufacturer’s recommendations (Regular service check for ACTED owned vehicles).
• Prepare Motorized Asset Maintenance Checklist (form TRA-04) and Maintenance Order & Completion Forms (TRA-05) arrange maintenance, according to the vehicle’s warranty, terms of the rental contract, or with an approved garage.
• Prepare and check all documentation related for fleet management (fuel slips, logbook, OF and Purchase Order)
• The Logistics Assistant (Nairobi) will then submit the original procurement file to the Finance Department, keeping copies on-file in Logistics server according to filing rules.
• Upon receiving an Order Form, preparing documentation to close advances (e.g. for payments made for car washing, airport parking, or other activities defined in General Memos for direct purchases under scenario A and as per scenarios PP.
• The Logistics Assistant (Nairobi) will in addition create and maintain a folder for Motorized Assets Follow-Up (TRA-06) and update the report on monthly basis sharing needed information to complete the carbon foot print report with his supervisors.

3. Stock

• Prepare Stock Reception Forms (STO-05) and Stock Cards (STO-01) upon receipt of deliveries to ACTED Capital Office in Nairobi, as well as Packing Lists (DEL-01), Waybills (DEL-02) and Stock-Exits (STO-03) as needed.
• With the Logistics Officers, and/or stock-keeper he/she will carry out monthly Inventory and forecast bulk-stock requirements for stationary, kitchen supplies, and other office equipment.
• Make sure to have an up-to-date Inventory report (STO-02) for all Supplies in the office.

4. Filing

• Create separate folders for each reporting documents/per month in addition to file 100% of hard-copy documentation for each procurement.
• For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on ACTED’s Logistics Server.
• Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules from Acted Basses in HoA.

5. Reporting requested in Summary.

• Register 100% of new orders on the Capital Order Form follow up (PRO-10) and record the progress of each procurement until the completed file is transferred to Finance for payment.
• Send the OFFU to the Capital logistics Officer on weekly basses and when requested.
• Preparing the Other Property Follow-Up (AST-06) each month for the office.
• Preparing the Monthly Stock Inventory Report (STO-02) .
• Preparing the Transport Follow-Up (TRA-06) each month.
• Update the Supplier Database (PRO-03.1), When need and as per logistics officer request.

6. Protection mainstreaming

• Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labours etc).

Skills and Experience Required.

• Prior experience in Logistics, Procurement, or Supply Chain Management. Knowledge of the humanitarian sector and international experience would be an asset.
• Holding or working towards a qualification in logistics, procurement, supply chain management, business administration, or similar. Experience or knowledge of one or more of the following areas would be an additional asset: agriculture, construction, food supply, inventory and property management, technology, transport, water, sanitation and hygiene services.
• Highly organized, detail-oriented, and able to prioritize tasks to meet deadlines.
• Diligent, dedicated, and able to see complex procedures through to completion.
• Able to communicate complex information clearly, with excellent interpersonal skills.
• Self-motivated, able to work independently or as part of a team.
• Fluent written and spoken English.
• Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word).
• Staff may subject to do field visits for areas to facilitate logistics and operations such as procurement, Training and any other activities as per requested by the line manager for a period up to 3 weeks maximum.

Key Performance Indicators

• 100% of new orders on the Capital Order Form follow up (PRO-10).
• % of purchases completed within 3 weeks for A, B, C scenarios and FWA POs.
• Number of weekly, monthly and ad-hoc logistics reports submitted on-time.
• Number of weekly, monthly and ad-hoc logistics reports up to date with zero discrepancies.
• Percentage of procurement, fleet, stock, communications, asset and reports documents are securely and accurately archived in soft and hard copy.
• 100% Policies & Processes implemented based on ACTED logistics Manual and instructions by (CLM).
• % Of suppliers registered in the database.