Regional Logistics Officer - West Kenya at Kenya Red Cross Society

Overall Purpose

The Regional Supply Chain Officer undertake necessary operational logistics, procurement, supply chain and administration services.

Duties and Responsibilities

Procurement Management:

• Conducting research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality;
• Liaising between suppliers, relevant internal departments and customers;
• Prepare procurement plans for the Region within 30 calendar days after approval of work plans.
• Identifying and pre-qualify potential suppliers, visiting existing suppliers, and building and maintaining good relationships with them;
• Negotiating and agreeing contracts and monitoring their progress, checking the quality of service provided;
• Follow up on specifications and clarify with users and budget holders on incomplete Purchase requests and provide feedback on the status of their requests.
• prepare the bid document(s) within five(5) days for the subject procurement after receiving the purchase requisition by incorporating the specifications from user departments.
• Recommend bids for awards, prepare LPOs/LSOs f or contracts agreements for the Regional Manager’s and Finance Officer’s approval.
• Ensure orders and contracts are sent to successful bidders on time.
• As secretary to the Regional Procurement committee ensure all procurements are done within the prescriptions of the Procurement Manual before approving the tender award.
• Track order deliveries and provide feedback to users internally on any delays.
• Support Branches for any procurements done at their level.
• Preparing and presenting monthly & quarterly reports to management.
• Maintain records of purchases, pricing, and other important data.

Fleet Management:

• Coordinate deployment of motor-vehicles and drivers to provide efficient and safe transportation as well as obtain optimum use of transport resources.
• Approve all log sheets for regional drivers.
• Coordinate the repair and maintenance of motor-vehicles in authorized garages against approved requisitions. Also follow up to ensure that motor-vehicles are repaired to the highest standards of quality and within budget limitations
• Manage vehicle fuel, including monitoring each vehicle for consumption
• Maintain up to date files for each vehicle in the region
• Coordinate accident reporting and documentation
• Supplier Accounts Management (fuel, parts, services)

Warehouse Management

• Receive all goods purchased in the regions, issues & sign off all GRNs
• Ensure stock counts are done regularly at the regional warehouse.
• Ensure bins cards are updated on a monthly basis.
• Ensure all goods received in the warehouse are packaged & stored safely
• Supervise & coordinate work for all warehouse staff at the Region

Staff Supervision:

• Supervise warehouse assistants, fleet assistants, procurement assistants at the regional level.
• Supervise all drivers in the region.
• Setting of performance objectives
• Conduct performance review every six months and annually to ensure that, performance objectives are appropriately achieved.
• Manage performance and disciplinary issues in accordance with HR policies and procedures.

Resource Mobilization:

• Assure sustainability of operations in the entire Region through robust income generation through mileage claims and warehouse leasing.
• Raise mileage invoices for all vehicles in the region and follow-up payment at the Headquarters.
• Actively source for new income generating opportunities

Minimum Qualifications

• University Degree in Business Management, Logistics, Supply Chain, Procurement or any other related field.
• CIPS or KISM membership will be an added advantage
• Minimum of 2–3-year professional experience in procurement preferably with an INGO.
• Working experience on RCRC, USAID, ECHO, UN and other donor funded projects will be an added advantage.
• Possession of a Valid Driving license is an added advantage.
• Very good command in Swahili and English, both writing and speaking.
• Able to work under pressure, able to multitask, excellent team player and able to work in a multinational environment.

Desired Competencies

• Strong sense of personal integrity.
• Attention to detail.
• Ability to multi-task.
• Highly organized.
• Excellent follow up skills.
• Ability to meet deadlines and accommodate to changing work environment.
• Team spirit and problem solving abilities.
• Good communication and negotiation skills.