Goal Kenya NGO Logistics Job.
Job Title: Logistics Coordinator (LC)
Location:Nairobi with frequent travel to field locations
Reports To: Assistant Country Director - Systems
Reports To: Assistant Country Director - Systems
About GOAL
GOALis an international non-governmental, non-political, non-denominational reliefand development
organisation currently working in 12 countries across Africa, Asia and LatinAmerica.
Consistent with its global mission to serve the poorest, the most vulnerable,and those affected by humanitarian crises, GOAL has been working withcommunities in difficult circumstances to implement relief, rehabilitation anddevelopment programmes over the last 30 years.
GOAL started responding to emergencies in Kenya in 1983 through partnershipswith local organizations. The current projects are Education, Health, HIV andAIDS, Child Protection, Shelter and Emergencyorganisation currently working in 12 countries across Africa, Asia and LatinAmerica.
Consistent with its global mission to serve the poorest, the most vulnerable,and those affected by humanitarian crises, GOAL has been working withcommunities in difficult circumstances to implement relief, rehabilitation anddevelopment programmes over the last 30 years.
GOAL Kenya is recruiting for a suitable and qualified candidate to fill theposition of Logistics Coordinator.
General Description of the Role
Tomanage the Logistics Function in GOAL Kenya (GK) both at country and fieldoffices level with the aim of:
Providing effective and timely logistics support to all programmes in relationto supply chain, assets, premises, fleet management, communications and safety& security.
Ensuring that all GOAL logistics tasks are carried out in compliance with theGOAL and donor requirements;
Continuing to improve logistics systems that are in place and amending asnecessary;
Ensuring that country and field offices are adequately set up;
Building the capacity of the field logistics staff who will be responsible forall logistics activities in relation to the field offices.
Building the capacity of a GOAL logistics team directly or through theirrespective supervisors
Providing effective and timely logistics support to all programmes in relationto supply chain, assets, premises, fleet management, communications and safety& security.
Ensuring that all GOAL logistics tasks are carried out in compliance with theGOAL and donor requirements;
Continuing to improve logistics systems that are in place and amending asnecessary;
Ensuring that country and field offices are adequately set up;
Building the capacity of the field logistics staff who will be responsible forall logistics activities in relation to the field offices.
Building the capacity of a GOAL logistics team directly or through theirrespective supervisors
Key Responsibilities:
General
To familiarise self and comply with all the policies outlined in the GOALLogistics Manual and relevant donor requirements;
To identify training needs and support training to all logistics staff andmanagement team on the GOAL Logistics Manual & GK Security procedures
To oversee the completion of the required reports and submission of the monthlylogistic reports to the Country Director and GOAL Dublin.
Human Resources Management:
Manage a logistics team in Kenya through their respective supervisors and befunctionally responsible for logistics field staff through their respectiveprogram managers.
Identify and address any specific capacity building needs for the fieldlogistics staff.
Coach logistics personnel on best practice and GOAL's logistics procedures;
Ensure all performance management activities in relation to all logistics staffare carried out as per required schedule (probation evaluations, mid-termreviews 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 arecompliant with GOAL's Country specific Procurement & Authorisation Chartwith appropriate and complete supporting documentation and completion of theaudit check box and that all costs are eligible in line with the donor specificrequirements
Ensure all procurement for works contracts in liaison withEngineering/Construction staff adheres to the Procurement Chart process andthat tender process and evaluation is adequately documented and signed off.
Ensure all GOAL staff are trained in order-planning and are aware of the mainprocurement procedures.
Implement and coach a logistics supply team through the supply team leader ineffective systems for management and prioritisation of incoming orders
Ensure extensive supplier and market reviews are carried out and a preferredsupplier list are established
Ensure that, in conjunction with the GK Donor Compliance Officer, all logisticspersonnel are trained in donor procurement guidelines and that all procurementactivities adhere to these.
Ensure that all procurement files are completed as per logistics manual andfinancial requirements
Ensure a Procurement database tracking sheet (PDTS) is maintained at all timesand kept up to date for tracking of all purchases for GK
Contract Management:
Ensure to maintain a contracts management database for all works and servicescontracts including construction, engineering works, vehicle hire, transporthire 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 perthe 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 GOALLogistics Manual.
To ensure donation certificates with recipient signature are obtained and filedfor 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 andadhered 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 regularbasis;
Ensure that a car / motorbike maintenance plan is set in place and executed toset standards;
Ensure that timetables are in place for renewing of insurance / taxation / roadlicences 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 inline 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 guesthousesin all locations through close supervision and planning with the LogisticsPremises Officer
Guards
Technical support
Implement generator management system - including system of Total Cost ofOwnership, and mechanical efficiency analysis
Follow up power requirements & generators
Communication systems
Ensure that all GOAL personnel are monitored and trained in communicationoperations 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 thatlogistics systems are being implemented.
Work with Internal Controls to ensure all audit issues are addressed withrequired timelines
Security and Safety
Ensure that all logistics related components which impact security and safetyare in place and strictly adhered to
Ensure that all logistic measures have been designed and implemented in orderto ensure safety of all staff;
Technical Support
Where possible, Logistics coordinator and logistics Department should look todevelop technical expertise in relevant areas (with support from GOAL Dublinand the regional logistics office in Nairobi where necessary) which can provideadditional support to projects and programmes.
Focal point for any visits from logistics representatives of GOAL HQ
To familiarise self and comply with all the policies outlined in the GOALLogistics Manual and relevant donor requirements;
To identify training needs and support training to all logistics staff andmanagement team on the GOAL Logistics Manual & GK Security procedures
To oversee the completion of the required reports and submission of the monthlylogistic reports to the Country Director and GOAL Dublin.
Human Resources Management:
Manage a logistics team in Kenya through their respective supervisors and befunctionally responsible for logistics field staff through their respectiveprogram managers.
Identify and address any specific capacity building needs for the fieldlogistics staff.
Coach logistics personnel on best practice and GOAL's logistics procedures;
Ensure all performance management activities in relation to all logistics staffare carried out as per required schedule (probation evaluations, mid-termreviews 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 arecompliant with GOAL's Country specific Procurement & Authorisation Chartwith appropriate and complete supporting documentation and completion of theaudit check box and that all costs are eligible in line with the donor specificrequirements
Ensure all procurement for works contracts in liaison withEngineering/Construction staff adheres to the Procurement Chart process andthat tender process and evaluation is adequately documented and signed off.
Ensure all GOAL staff are trained in order-planning and are aware of the mainprocurement procedures.
Implement and coach a logistics supply team through the supply team leader ineffective systems for management and prioritisation of incoming orders
Ensure extensive supplier and market reviews are carried out and a preferredsupplier list are established
Ensure that, in conjunction with the GK Donor Compliance Officer, all logisticspersonnel are trained in donor procurement guidelines and that all procurementactivities adhere to these.
Ensure that all procurement files are completed as per logistics manual andfinancial requirements
Ensure a Procurement database tracking sheet (PDTS) is maintained at all timesand kept up to date for tracking of all purchases for GK
Contract Management:
Ensure to maintain a contracts management database for all works and servicescontracts including construction, engineering works, vehicle hire, transporthire 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 perthe 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 GOALLogistics Manual.
To ensure donation certificates with recipient signature are obtained and filedfor 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 andadhered 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 regularbasis;
Ensure that a car / motorbike maintenance plan is set in place and executed toset standards;
Ensure that timetables are in place for renewing of insurance / taxation / roadlicences 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 inline 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 guesthousesin all locations through close supervision and planning with the LogisticsPremises Officer
Guards
Technical support
Implement generator management system - including system of Total Cost ofOwnership, and mechanical efficiency analysis
Follow up power requirements & generators
Communication systems
Ensure that all GOAL personnel are monitored and trained in communicationoperations 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 thatlogistics systems are being implemented.
Work with Internal Controls to ensure all audit issues are addressed withrequired timelines
Security and Safety
Ensure that all logistics related components which impact security and safetyare in place and strictly adhered to
Ensure that all logistic measures have been designed and implemented in orderto ensure safety of all staff;
Technical Support
Where possible, Logistics coordinator and logistics Department should look todevelop technical expertise in relevant areas (with support from GOAL Dublinand the regional logistics office in Nairobi where necessary) which can provideadditional support to projects and programmes.
Focal point for any visits from logistics representatives of GOAL HQ
Other duties
Takeon 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 ofstaff 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 securitymanagement systems and approaches for NGO’s
Ability and willingness to travel, including to insecure environments;
Strong computer skills in Microsoft packages, including Word, Excel, andOutlook
Ability to work under pressure to pursue multiple tasks simultaneously tosuccessful conclusions
Ability to work under own initiative.
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 ofstaff 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 securitymanagement systems and approaches for NGO’s
Ability and willingness to travel, including to insecure environments;
Strong computer skills in Microsoft packages, including Word, Excel, andOutlook
Ability to work under pressure to pursue multiple tasks simultaneously tosuccessful conclusions
Ability to work under own initiative.
Desirable:
Master’sDegree in relevant subject
Hands-on experience in areas such as repairing/maintaining vehicles, computerand communications systems setup an advantage
Experience in proposal development, budget preparation and report writingdesirable.
To apply for the above position, please send your CV (maximum THREE pages—anymore will be rejected) listing three reference including your last directsupervisor 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 thesubject line of the email.
The closing date for all applications is Friday 7th October 2011.
Only shortlisted applicants will be contacted and responded to afterinterviews.
No phone calls, please
Learn more about GOAL on: www.goal.ie
GOAL is an equal opportunity employer, qualified male and female applicants areencouraged to apply.Hands-on experience in areas such as repairing/maintaining vehicles, computerand communications systems setup an advantage
Experience in proposal development, budget preparation and report writingdesirable.
To apply for the above position, please send your CV (maximum THREE pages—anymore will be rejected) listing three reference including your last directsupervisor 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 thesubject line of the email.
The closing date for all applications is Friday 7th October 2011.
Only shortlisted applicants will be contacted and responded to afterinterviews.
No phone calls, please
Learn more about GOAL on: www.goal.ie
You can now click on this link www.careerstom.com to visit our career centre for a more incisive advice from experts.
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