Procurement and Logistic Officer
Job Description
1. Identification
Position Title: Procurement and Logistic Officer
Reports to/Position Title: Area Manager
Location: Dadaab Refugees Camp
The Department of World Service (WS) of the Lutheran World Federation (LWF) is the humanitarian and development arm of the Lutheran World Federation. WS provides support to refugees, returnees, internally displaced people, their host communities and communities at risk, focusing on livelihoods, quality services, protection and social cohesion. The Kenya-Somalia Program has been implementing such interventions in Kenya and Somalia since 1992. The Lutheran World Federation, Kenya-Somalia Program is seeking to recruit a National staff to fill the position of Procurement and Logistic Officer Dadaab.
2. Unit Summary:
The LWF world service Procurement and logistics department is responsible for implementing procurement, transport, storage and inventory management activities for Dadaab project.
3. 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.
4. 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.
5. 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
Skills and Qualifications
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
7. 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
8. Success Factors:
A clear understanding of the procurement manuals and following the right procedure when procuring and also ability to enforce compliance with LWF World Service and donor policies and procedures
High level of dependability and productivity at the work place
Excellent problem solving and decision-making skills
A demonstrated ability to work well as a team player with high degree of initiative, flexibility and tolerance
A demonstrated ability to work quickly and accurately, meet deadlines and process information
High level of accountability, honesty, transparency and professional integrity
Promoting team work within the organization while working with other colleagues.
9. Covering responsibilities:
Act on behalf of the store supervisor/transport officer when on leave, away on mission and/or as required by the organization
Support any other general activities as required by the organization
10. Further guidance
LWF is a right based humanitarian and development organization involved in refugee assistance programs. All LWF staff are to be flexible and willing to assist in LWF operations as and when required.
This job description is subject to amendment depending upon the ongoing requirements of the Country Program.
Together with the employment contract and Human Resources Policy and procedure manual, this job description forms an integral part of the employment contract between LWF and the undersigned employee.
How to apply
Our recruitment and selection procedures reflect the organization’s commitment to the prevention of abuse and exploitation of beneficiaries.
Disclosure: LWF participates in the Inter-Agency Misconduct Disclosure Scheme developed by the Steering Committee for Humanitarian Response The Misconduct Disclosure Scheme The Misconduct Disclosure Scheme (misconduct-disclosure-scheme.org), which requires LWF to conduct reference checks with prior employers including questions about employee misconduct. By proceeding with this job application, you consent to LWF requesting a Statement of Conduct from your previous employers. This Statement of Conduct is requested from previous employers for all candidates for employment and provided to all employers that request it from LWF.
Qualified candidates who are interested in the above position should submit an updated detailed CV and application letter (in English), giving a day time telephone contact and email addresses of 3 (three) work referees.
Closing date for application: 7th June 2024
LWF DOES NOT SOLICIT ANY TYPE OF PAYMENT FOR JOB APPLICATIONS OR HIRING PROCESS.
