Job Summary

The Job holder will be responsible for Transport and Stores management in compliance with Concern’s and Donor policies & procedures. (Must read and understand Transport and Warehouse manuals)

Main Duties and Responsibilities

Transport

Nairobi Office

• Schedule and plan the use, movement, maintenance and repair of vehicles and thereby facilitating the most cost effective delivery of transport services.
• Ensure driver(s) accompany all vehicles for servicing. The driver must verify that service is completed and sign off on all job cards.
• Ensure vehicles are correctly fitted with seat belts, first aid kits, fire extinguishers, spare tyres, jacks, tools etc.
• Maintain all transport & fleet records for Nairobi Vehicles in accordance with Concern and donor requirements. Following up with suppliers for timely submission of transport related invoices ( Taxi & Fuel) & log sheets for timely payment processing
• Conduct checks on rented vehicles before engagement
• Ensure all paperwork filing is accurate, up to date, and in correct order so as to easily facilitate checks and audits (Separate folders for each vehicle).
• Manage Concern driver(s) in Nairobi. This includes ensuring daily checks are done and regular cleaning of vehicles.
• Line manage Nairobi driver(s) and ensure timely setting of objectives, annual performance reviews and submission of timesheets.

All Offices

• Ensure drivers use good driving techniques that are geared towards reducing fuel costs, exhaust emissions, vehicle wear and tear and increase safety.
• Ensure timely & proper servicing/maintenance, maintain relevant documentation and keep records of all “next service km” for all Concern vehicles.
• Review all fuel vouchers, routine service documents before submission to budget holders for approval etc.
• Liaise with the procurement officer on the procurement of spare parts for technical approval, fuel and other transport or fleet requirements and advising staff on Concern’s Transport & Fleet policy & procedures
• Log sheets are correctly completed including km is charged to correct programme.
• Train new drivers on the use of DiRTrAC system, update the system by adding and deleting users, check vehicle trips, amend trips etc.
• Check vehicle trips, amend trips, update the system by adding and deleting users
• Ensure use of Concern job cards.
• Vehicle tracking to ensure rules are being adhered to e.g. speed limits.

Stores

• Manage stores and all store documentation e.g. stock cards, warranties etc in Nairobi
• Receive and document all deliveries (long term and in transit) and ensure safe storage.
• Organize dispatch, loading and offloading of deliveries.
• Transportation of supplies cost effectively by comparing courier vs consolidated cargo to and from program locations.

Distributions

• Track distribution of purchased items ensuring proper documentation and summarise distribution reports for all offices.
• Maintain the final distribution files, manage all records submitted by program teams and ensure accurate consolidation and reporting.

Reporting

• Prepare monthly transport and fleet reports for Nairobi office and submit for review by Line Manager, approval by the BH and for payment by 8th every month.
• Compile carbon footprint report for Concern vehicles by providing data on vehicle use, fuel consumption etc.
• Consolidate and review transport reports from the field offices before forwarding to the Logistics Coordinator for approval.
• Download reports and logsheets from the DiRTrAC system and share with finance
• Review all field transport reports and highlight anomalies before presenting for Line Managers review.
• Compile Nairobi fuel vouchers, reconcile fuel and utilization report at the end of every month, and submit documents for approval and payment processing.
• Compile Nairobi taxi reports per program and prepare PRF for payment
• Prepare comprehensive stores reports and stock reconciliation reports for Nairobi office
• Carry out stock reconciliation for Nairobi office and review the same documents from field offices)

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Participating and contributing towards Concern’s emergency response, as and when necessary
• Take all possible measure to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

• A degree in Logistics, Operations Management, Business Administration, Management or relevant field
• At least two (2) years’ experience working with an NGO or UN Agency in a similar role
• Up-to-date knowledge of traffic and NTSA regulations regarding to licensing, road safety, etc.
• Experience with Health and safety in Transport
• Working knowledge of 4 x 4 and hybrid vehicles, vehicle spare parts, transport logistic systems, including procurement and stores management
• Excellent report writing, communication, interpersonal, organisation and negotiation skills
• Competency in the use of computer applications i.e. Microsoft Word & Excel
• Kenyan driving license.
• Basic Mechanical skills and Motor bike riding license is an added advantage
• Willing to travel, flexible, adaptable and with an ability to work under pressure.
• Fluent in both spoken and written English and Kiswahili.
• A team player, flexible and with an ability to work calmly and effectively under pressure and to make quick rational decisions

Desirable:

• CIPS/CILT certification
• Apprenticeship in motor trade
• Ability to manage time and work effectively without constant supervision

Preference will be given to candidates who have:

• High integrity and demonstrated ability to follow standards and policies
• Commitment to humanitarian principles and values
• Commitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies