Logistics Officer At arche noVa

arche noVa (AN) is a German NGO founded in 1992, working in humanitarian aid/emergency, transitional and development contexts in 16 countries all over the world.

AN expertise is in WASH sector, livelihood and DRR with a wide range of activities to support local communities: construction and rehabilitation of sustainable water structures, installation of filtering systems to improve water quality, hygiene promotion, latrine construction/rehabilitation, promotion of alternative livelihoods and climate- smart agriculture, capacity building of target communities and Community Managed Disaster Risk Reduction initiatives among others.

Since 2012, arche noVa has consolidated its presence in the Eastern African region through a Coordination Development Office which supports activities in Kenya, Somalia, Ethiopia, Uganda, Somaliland and Sudan.

arche noVa has a Logistics Officer vacancy based in Nairobi, Kenya, with field missions to

Countries of operation. The position will be reporting to the Regional Coordinator, arche

nova East Africa.

Start Date:1st October 2024

Contract Duration:1 year renewable based on funding and performance

Direct Manager: arche noVa Regional Coordinator, East Africa

Job Description

Objective 1: Logistics support – support RC, staff and partners on logistics/procurement matters.

• Schedule and provide logistical support for staff, including during trainings, team meetings, team events and information sharing sessions hosted by various departments (Programs/finance/meal) in collaboration with the RC.
• Identify suppliers, collect quotations and ensure all needed information is filled according to internal procedures & donor regulations in collaboration with the RC.
• Ensure completion and proper filing system of all procurement files and support documents.
• Negotiate item prices, delivery time and other relevant terms with suppliers in the best interest of arche noVa and partners in collaboration with the RC.
• Ensure continuous market survey to inform pricing of items in collaboration with the RC.
• Ensure constant/consistent supply all recurrent items in the office in support of staff (Office supplies, cleaning items, drinking water, food stuff etc).
• Organize staff movements to meetings & field and ensure relevant facilitation in collaboration with finance team and RC.
• Identify potential transportation company/providers, draft service contracts and ensure all vehicle legal documentation in line with internal procedures/regulations in collaboration with the RC.
• Support the resolution of any issues related to procurement and logistics.

Objective 2: Inventory Management

• Manage all procured stocks, assets and ensure proper records, frequent updating and accountability in collaboration with the RC.
• Effectively conduct regular inventory audits.
• Coordinate with internal departments to fulfill requisitions and manage the distribution of goods as per operational needs
• Engage in inter-partners collaboration and cooperation between the various AN implementing partner.
• Implement inventory control measures to minimize damage.
• Maintain a database for AN asset.

Objective 3: Supply Management

• Source, evaluate, and negotiate with suppliers to obtain competitive prices, terms, and conditions for goods and services required.
• Maintain relationships with suppliers, addressing any issues or concerns promptly to ensure smooth procurement operations
• Maintain a database of approved suppliers and vendors.
• Support the management of supplier relationships to ensure the quality and reliability of goods and services.
• Ensure good quality of all the purchased items, invoices, supplier stamps/signatures in line with internal procedures and procurement regulations

Objective 4: Documentation, Reporting and Compliance

• Maintain accurate records of procurement documentation is complete, accurate, and properly filed including purchase orders, contracts, invoices, and delivery receipts.
• Prepare regular reports on procurement activities, and expenditure analysis for management review.
• Assist in budget planning and cost control initiatives by providing data and insights related to procurement and inventory management.
• Support the maintenance of procurement records for auditing and reporting purposes.
• Assist in ensuring compliance with organizational and donor procurement policies and procedures.

Objective 5: Assist the Regional Coordinator of arche noVa on general program and operations

• Provide technical assistance, support and capacity building to the local partners on procurements and logistics.
• Support the local partners to improve their procurement Policies, Standards, Procedures and Guideline in line with arche noVa.
• Assist the Regional coordinator in further tasks which occur upon delegation.

  Qualifications

• Bachelor of Degree in Procurement and Logistics/Supply Chain Management and business administration or a related field
• At least 5 years’ experience in procurement and logistics management, preferable in the NGO environment.
• Registered with (CPSP-K) certification is preferred
• Previous experience in procurement, supply chain management, or related role preferred.
• Strong negotiation skills and ability to communicate effectively with suppliers and internal stakeholders.
• Analytical mindset with the ability to interpret data and make informed decisions.
• Attention to details and commitment to accuracy in aspects of work.
• Flexible and adoptability to handle changing priorities and business needs
• Rigorous, patient, time management, and attention to detail
• Maintain confidentiality.
• Strong computer skills particularly in MS Excel, literacy and numeracy
• Fluent in English
• Team player, flexible