Supply Chain Officer At Comitato Internazionale per lo Sviluppo dei Popoli

Title: Supply Chain Officer

Sector: Administration

No. of positions: 1

Location of work: Nairobi with regular field missions in Kenya

Reports to: Kenya Country Administrator

Supervises: Office Driver & Assistant

Start of work: June 1, 2022

End of contract: December 31, 2022 (possibility for renewal)

BACKGROUND INFORMATION:
CISP is an equal employment opportunity employer with its Headquarters in Rome. Currently, CISP has various field offices, including a Country office in Nairobi. CISP Kenya carries out projects in areas of development by supporting national and county authorities to provide quality, equitable, transparent and accountable services in the sectors of higher education, child protection, culture, food security and nutrition.

CISP is the lead agency of several consortia consortium of partners implementing multi-year projects in Kenya funded by various donors, including EU, AICS and CEI. These projects cover multiple sectors of intervention, including child protection, agriculture, nutrition, food security, arts and culture, higher education and WASH, serving targeted communities in Nairobi, Kakamega, Nakuru and Tana River Counties. The projects are implemented by a multi-disciplinary team of programme staff and supported operationally by the administration department based in Nairobi and the field offices.

Job Purpose: To be responsible for managing the Procurement and Supply Chains for all goods, services and contractors of CISP Kenya and its programmes, including managing the entire process from the point of procurement, to the logistics required during movement and storage, and to the final destination of the goods/services in a quality and timely manner.

Role and Responsibilities:

Systems & Procedures
• Work with Country Administrator to ensure systems and procedures are adhered to, reviewed, and updated as appropriate.
• Identify gaps in existing systems where further guidance or standardization is required and establish a process for filling these gaps.
• Participate in weekly programme meetings to be informed about programmatic updates and provide timely support to programme team.
• Travel regularly to the field offices of CISP and partners for technical support, supervision, capacity building, coaching of staff and monitoring compliance of field offices and activities with internal and donor regulations and policies.
Procurement and Supply Management

• Manage procurement according to CISP Policies and Guidelines.
Supply Chain Officer Vacancy 2022
• Negotiate and secure best value and service benefit deals on all local procurement and supply requests based on CISP Procurement Procedures.
• Track procurements including cargo movements and monitoring of supply “pipeline” to ensure more timely deliveries.
• Organize and assist supplies and goods deliveries, and certify the receipt of the items in good condition
• Manage stock management system.
• Implement systems to monitor project and office supplies (through good stock management); and implement required extra security measures for storage of sensitive supplies.
• Coordinate, with the supervision of the Country Administrator, all logistics activities: inventory, quotations, purchases, maintenance of equipment & premises, etc.
• Continuously inform Programme staff of the progress & constraints in the procurement process and develop solutions in consultation with the Country Administrator.
• Keep an efficient and updated list of Credible Suppliers based in Kenya for different categories of supplies, goods and works including management and coordination of CISP relationship with the suppliers.
• Ensure all procurements are fully and accurately documented for easy tracing of records. In addition; maintain an accurate inventory of all project assets and label assets accordingly.
• Organize the repair of malfunctioning equipment in collaboration and upon authorization by the Country Administrator.

Logistics

• Manage the entire cycle for obtaining work permits, visas and travel and accommodation arrangements for staff and other official visitors to CISP Kenya.

• Provide required logistical support for programme staff and maintain good working relationship with all programme management and field staff to ensure that procurement needs of the programme are being met in timely and quality manner including assistance with budgeting.
• Provide logistical advice and support to logistically heavy programme activities such as Long Lasting distributions.
• Attend relevant local logistic coordination meetings.
• Supporting the Country Administrator, Programme Coordinator, Project Administrators and Projects Managers with logistical requests.
• Participate in project and yearly audits on Asset and Supply Inventory.
• Participate in weekly team meetings.

Asset Management
• Ensure the smooth functioning of the office and repairs, maintenance and improvement of the set-up (electricity, water, internet, office structures, equipment maintenance, compound etc.).
• Ensure the maintenance of the vehicle scheduling system including daily movement on white board, monthly event calendar, trip authorization, etc.
• Ensure effective use of vehicle logs, fuel logs, generator logs and the safe and efficient operation of related equipment.
• Ensure the maintenance the vehicle fleet and ensure that vehicles are adequately equipped with safety and emergency supplies, communications equipment, and are well maintained.
• Ensure regular fuel analysis is completed by drivers. On completion, review the fuel analysis to ensure good financial control.
• Follow up insurances for vehicles and supervise the timely maintenance and service of vehicles

Administrative and Management
• Ensure necessary records are being generated and filed for equipment maintenance, asset inventory records, track asset use, and stock management.
• Manage and assist in recruitment of support staff within the logistics team including drivers, guards, cooks and cleaners.
• Generate monthly logistic reports, which will include the summarized data on fuel consumption, procurement tracking report, full stock tally, critical stock depletion, and other logistic and security matters.
• Ensure that timesheets for all logistics staff are prepared.

Safety & Security
• Lead the regular review of security management plans with support from the Country Administrator, including tracking security risks and mapping security incidents.
• Support Country Administrator in ensuring all offices are compliant with COVID guidelines and staff adhere to COVID SOPs while making logistical arrangements at the field level.
• Liaison with INSO for Security updates and manage the organisation security data back-up.
• Ensure security procedures are adhered to by national and international staff.
• Ensure that the CISP has adequate communications equipment, trained staff and correct adherence and radio use where applicable.
• Supervise “movement security plans” and ensure good call-back/contact schedule, alert thresholds, and maintain close communication with local teams in the field.
• Help provide training and awareness and help to facilitate security consultancy reviews and support visits.
• Support Country Administrator and Coordinator in the development of new policies and procedures relating to Security for the Kenya programme.
• Other relevant tasks as required by Supervisor.

Profile Required:

Qualifications:
• University degree preferably in Logistics/ Procurement, Business Administration or other related fields.
• At least 5 years experience in the field of administration, logistics and finance with an International NGO.

• Proficiency in Microsoft applications.

Skills and Experience:
• Professionalism
• Rigorous, patient, time management, and attention to detail
• Maintain confidentiality
• Strong computer skills particularly in MS Excel, literacy and numeracy
• Fluent in English (spoken and written)
• Team player, flexible
• Excellent relations and communications skills, good team player, diplomatic and able to deal with a mixed cultural team.
• Solid knowledge and understanding of procurement processes, policy, and systems
Supply Chain Officer Vacancy 2022
• Accurate and precise attention to detail
• Ability to multitask, prioritize, and manage time efficiently with flexibility to meet deadlines
• Ability to negotiate, establishes, and administers contracts.
• Have a valid certificate of good conduct.

Desirable:
• Prior experience in NGOs/INGOs
• Strong IT skills in Software, Applications and Hardware maintenance, including able to provide general technical support and maintenance for IT systems, equipment and software.