Job Title: Logistics Coordinator (LC)
Location: Nairobi with frequent travel to field locations
Reports To: Assistant Country Director - Systems
About GOAL
GOAL is an international non-governmental, non-political, non-denominational relief and development organisation currently working in 12 countries across Africa, Asia and Latin America.
Consistent with its global mission to serve the poorest, the most vulnerable, and those affected by humanitarian crises, GOAL has been working with communities in difficult circumstances to implement relief, rehabilitation and development programmes over the last 30 years.
GOAL started responding to emergencies in Kenya in 1983 through partnerships with local organizations. The current projects are Education, Health, HIV and AIDS, Child Protection, Shelter and Emergency
GOAL Kenya is recruiting for a suitable and qualified candidate to fill the position of Logistics Coordinator.
General Description of the Role
To manage the Logistics Function in GOAL Kenya (GK) both at country and field offices level with the aim of:
- Providing effective and timely logistics support to all programmes in relation to supply chain, assets, premises, fleet management, communications and safety & security.
- Ensuring that all GOAL logistics tasks are carried out in compliance with the GOAL and donor requirements;
- Continuing to improve logistics systems that are in place and amending as necessary;
- Ensuring that country and field offices are adequately set up;
- Building the capacity of the field logistics staff who will be responsible for all logistics activities in relation to the field offices.
- Building the capacity of a GOAL logistics team directly or through their respective supervisors
Key Responsibilities:
General
- To familiarise self and comply with all the policies outlined in the GOAL Logistics Manual and relevant donor requirements;
- To identify training needs and support training to all logistics staff and management team on the GOAL Logistics Manual & GK Security procedures
- To oversee the completion of the required reports and submission of the monthly logistic reports to the Country Director and GOAL Dublin.
Human Resources Management:
- Manage a logistics team in Kenya through their respective supervisors and be functionally responsible for logistics field staff through their respective program managers.
- Identify and address any specific capacity building needs for the field logistics staff.
- Coach logistics personnel on best practice and GOAL's logistics procedures;
- Ensure all performance management activities in relation to all logistics staff are carried out as per required schedule (probation evaluations, mid-term reviews and annual appraisals)
- Identify training or development needs where necessary.
Procurement:
Supervise the senior procurement staff on the following tasks:
- To ensure all payments made locally and presented to the Finance Department are compliant with GOAL's Country specific Procurement & Authorisation Chart with appropriate and complete supporting documentation and completion of the audit check box and that all costs are eligible in line with the donor specific requirements
- Ensure all procurement for works contracts in liaison with Engineering/Construction staff adheres to the Procurement Chart process and that tender process and evaluation is adequately documented and signed off.
- Ensure all GOAL staff are trained in order-planning and are aware of the main procurement procedures.
- Implement and coach a logistics supply team through the supply team leader in effective systems for management and prioritisation of incoming orders
- Ensure extensive supplier and market reviews are carried out and a preferred supplier list are established
- Ensure that, in conjunction with the GK Donor Compliance Officer, all logistics personnel are trained in donor procurement guidelines and that all procurement activities adhere to these.
- Ensure that all procurement files are completed as per logistics manual and financial requirements
- Ensure a Procurement database tracking sheet (PDTS) is maintained at all times and kept up to date for tracking of all purchases for GK
Contract Management:
- Ensure to maintain a contracts management database for all works and services contracts including construction, engineering works, vehicle hire, transport hire and so on.
Fixed Assets Management
Supervise the senior Fixed Assets staff on the following tasks:
- Ensure that all procedures and documents pertaining to Asset Management as per the Logistics manual are in place and being followed;
- Ensure on going update of the fixed Asset Register
- To ensure assets are safe guarded with physical checks in line with GOAL Logistics Manual.
- To ensure donation certificates with recipient signature are obtained and filed for all asset and equipment donated to beneficiaries/partner groups.
Vehicle and driver Management
Supervise the senior Fleet staff on the following tasks:
- Ensuring that all aspects of driver and vehicle policy are implemented and adhered to;
- Ensure that all car movements are well planned and plans are adhered to;
- Ensure that checks related to safety of vehicles are carried out on a regular basis;
- Ensure that a car / motorbike maintenance plan is set in place and executed to set standards;
- Ensure that timetables are in place for renewing of insurance / taxation / road licences etc and that vehicles at all times comply with relevant legislation;
- Ensure that vehicle usage is controlled and monitored (including fuel usage, etc).
- Ensure that all relevant monthly reports are compiled on time
Stocks & warehousing
Supervise the senior Stores staff on the following tasks:
- Implementation of all store management procedures and associated documents in line with GOAL Logistics Manual
- Educate & coach relevant staff in store management systems.
Premises management
Supervise the senior Premises staff on following tasks:
- Management of all logistic aspects related to office compound and guesthouses in all locations through close supervision and planning with the Logistics Premises Officer
- Guards
- Technical support
- Implement generator management system - including system of Total Cost of Ownership, and mechanical efficiency analysis
- Follow up power requirements & generators
Communication systems
- Ensure that all GOAL personnel are monitored and trained in communication operations and procedures, and that these procedures are adhered to;
- Ensure that GK develops and maintains a communications policy and procedure
Auditing
Supervise the field logistics staff on the following tasks:
- Audit all field offices on a regular basis (minimum quarterly) to ensure that logistics systems are being implemented.
- Work with Internal Controls to ensure all audit issues are addressed with required timelines
Security and Safety
- Ensure that all logistics related components which impact security and safety are in place and strictly adhered to
- Ensure that all logistic measures have been designed and implemented in order to ensure safety of all staff;
Technical Support
- Where possible, Logistics coordinator and logistics Department should look to develop technical expertise in relevant areas (with support from GOAL Dublin and the regional logistics office in Nairobi where necessary) which can provide additional support to projects and programmes.
- Focal point for any visits from logistics representatives of GOAL HQ
Other duties
- Take on other duties as assigned when required
Requirements
- 3 + years of logistics experience with an International NGO with 1 years’ experience at Logistics Coordinator level
- A degree in Logistics, Engineering, Business, or related field
- Appropriate skills and experience in the capacity building and training of staff and of developing and implementing systems
- Knowledge of project management, vehicle management, communications systems, IT, procurement, stock control and management systems;
- Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s
- Ability and willingness to travel, including to insecure environments;
- Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
- Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions
- Ability to work under own initiative.
Desirable:
- Master’s Degree in relevant subject
- Hands-on experience in areas such as repairing/maintaining vehicles, computer and communications systems setup an advantage
- Experience in proposal development, budget preparation and report writing desirable.
To apply for the above position, please send your CV (maximum THREE pages—any more will be rejected) listing three reference including your last direct supervisor and salary expectation to the
Human Resources Manager,
GOAL Kenya,
P,O Box 66242-00800,
Nairobi,
or by email to keapplications@ke.goal.ie.
Please put the job title of the position for which you are applying in the subject line of the email.
The closing date for all applications is Friday 7th October 2011.
Only shortlisted applicants will be contacted and responded to after interviews.
No phone calls, please
Learn more about GOAL on: www.goal.ie
GOAL is an equal opportunity employer, qualified male and female applicants are encouraged to apply
