Job Summary

• Based in Nairobi, with expected travels to the field offices, the incumbent should be able to e-procure materials for the Kenya Country office in collaboration with the other logistics staff based in the field offices using the Odoo online procurement system.
• The incumbent should be able to offer guidance on logistics matters when the Logistics Manager is not available.

Principle Responsibilities

Key Result # 1 – Coordinate Purchase and distribution of materials

• Ensure that the field logistics staff are aware of the specific procurement to be handled at the field level and ensure that they are trained and supported through periodic field visits and online meetings.
• Through the Odoo online procurement system, receive purchase requisitions from staff, get quotations for items from suppliers based on the expenditure levels and purchase the required items as per set policies.
• Initiates payments for the supplies/materials/ items received and prepares GRN’s to be signed by receiving programs.
• Maintain an online record of all FH pre- qualified suppliers, supplier evaluation reports, supplier ethical standards, supplier anti-terrorism checks, Odoo vendor database management.

Key Result #2 – Asset Management

• Ensure that all FH usable assets are insured immediately they are purchased and ensure that renewal of the cover is done on time.
• Maintain an inventory of all FH Office assets and equipment and ensure each is properly labelled and tallies with the manual and automated asset register.
• Conduct an annual asset verification on non IT assets and report any that may need disposal, ensure that all tags are visible and coincides with the asset register details.

Key Result # 3 – Logistic related duties

• Keep an updated online record of insurance policies, drivers certificates and updated licences
• Coordinate and arrange for warehouse transportation of materials to different destinations from in the field offices
• Coordinate the fleet reports on maintenance and fuel and report to the Logistics Manager.
• In collaboration with the field logistics officer, come up with strengthening models for the fleet department in capacity building both in-house and external.
• Ensure insurance of FH fleet comprising of motor vehicles and motor bikes.
• Ensure that all FH fleet has logbook in the Finance Safe and that the TIMS account is updated.

QUALIFICATIONS

• Vibrant personal relationship with Christ
• Knowledgeable in procurement best practices, policies and guidelines.
• A team player, creative, innovative and a good negotiator.
• Ability to learn new concepts and ideas, adaptable
• Strong working knowledge of computers and MS Office Suite.
• Working knowledge and experience in using an ERP system.
• Strong negotiation skills and a sense of urgency

EDUCATION AND EXPERIENCE

• Degree in Purchasing and Supply Management or related courses from a recognized training institution. Should be a member of CIPS or KISM. Should have at least three years’ experience in a similar or comparable position.

LANGUAGE SKILLS

• Proficiency in spoken and written English.