Unit Summary:

• The LWF world service Procurement and logistics department is responsible for implementing procurement, transport, storage and inventory management activities for Dadaab project.

Overall Purpose/Broad Function:

• The purpose is to work & improve the proper operations, management and functioning of the Logistics department work closely with other departments.
• Ensure adherence to guidelines, procedures and policies drawn from the organizations procurement manual.

Key Duties and Responsibilities:

• Responsible for managing all logistical aspects of the project, namely procurement, transport and stores based on LWF/DWS policies and guidelines.
• Responsible for ensuring project proposals and budgets reflect logistical considerations
• Responsible for developing and implementing procurement plans
• Coordinate effective transport of project supplies and personnel; ensure all legal, insurance and maintenance issues are properly addressed.
• Planning and scheduling of transport, supervising transport staff and maintaining proper records of vehicle maintenance and servicing
• Monitoring the use of vehicles and ensuring adequate controls over the use and movement of LWF/DWS vehicles.
• Ensure integrity in the procurement process including quotation, negotiation, award and management of supply and service contracts.
• Enhance the control systems in procurement, transport, stores, by conducting regular and timely checks and inspections.
• Responsible for conducting timely performance evaluations for drivers and implementing staff development plans.
• Provide orientation to new staff and visitors on logistics issues for LWF Dadaab field office.
• Prepare weekly, monthly, quarterly and annual reports for transport, procurement and warehousing activities and status or as may be requested from time to time by the area manager.
• Sourcing quotations from our pre- qualified suppliers and analyzing them.
• Ensuring right descriptions of items and sample are provided where necessary
• Processing documents for several signatures as required by the policy.
• Providing Clerical services such as processing purchase order.
• Providing systematic and organized filling system for all reports both in soft copy and hard copy.
• Preparation of payments on time such as forwarding all serviced invoices to Finance for payments.
• Making all follow ups with suppliers to supply goods within the time given.
• Sending out tenders and preparation of selected tenders Contracts when necessary.
• Ensuring the right goods are bought at the right quality and the right quantity.
• Making follow ups to supplier’s payments to ensure that they are paid on time and no delays in supplies
• Notifying the program any changes in prices in the market.
• Issuing of all ready Contracts and PO, s to the contractors and suppliers.

Supervisory Responsibilities:

• Ensure integrity in the procurement process including quotation, negotiation, award and management of supply and service contracts
• Provide orientation to new staff and visitors on logistics issues for LWF Dadaab field office
• Provide guidance to program staff on procurement procedures
• Review documents shared by project staff for payment processing
• Support and confirm delivery of items received at the stores when required

Requirements

Education/Professional Designations/Experience:

• Bachelor’s degree in Supply Chain Management or related field.
• Relevant professional qualification in Procurement and/or Supply Chain Management (CIPS qualification or equivalent) is an added advantage.
• Minimum of five years (5) of professional experience in relevant field with at least three years of experience from an international organization in a similar role
• Computer skills and practical experience in MS word, Excel and other program

Other Specific Skill Requirements:

• Strong interpersonal skills and a good team player.
• High level of integrity, commitment and professional responsibility.
• Ability to tolerate cultural, educational and religious diversity in the work place.
• Excellent communication, organization and presentation skills.
• Good analytical and problem solving skills.
• Ability to work independently with guidelines and clear expectations