Concern Worldwide Officer Logistics, Transport and Stores Jobs in Kenya

Concern Worldwide Officer Logistics, Transport and Stores Jobs in Kenya

Job Summary

The Job holder will be responsible for Transport and Stores management in compliance with Concern’s and Donor policies & procedures.

Main Duties and Responsibilities

Transport

Nairobi Office

Schedule and plan the use, movement, maintenance and repair of vehicles and thereby facilitating the most cost effective delivery of transport services.

Ensure driver(s) accompany all vehicles for servicing. The driver must verify that service is completed and sign off on all job cards.

Ensure vehicles are correctly fitted with seat belts, first aid kits, fire extinguishers, spare tyres, jacks, tools etc.

Maintain all transport & fleet records for Nairobi Vehicles in accordance with Concern and donor requirements. Following up with suppliers for timely submission of transport related invoices ( Taxi & Fuel) & log sheets for timely payment processing

Conduct checks on rented vehicles before engagement

Ensure all paperwork filing is accurate, up to date, and in correct order so as to easily facilitate checks and audits (Separate folders for each vehicle).

Manage Concern driver(s) in Nairobi. This includes ensuring daily checks are done and regular cleaning of vehicles.

Line manage Nairobi driver(s) and ensure timely setting of objectives, annual performance reviews and submission of timesheets.

All Offices

Ensure drivers use good driving techniques that are geared towards reducing fuel costs, exhaust emissions, vehicle wear and tear and increase safety.

Ensure timely & proper servicing/maintenance, maintain relevant documentation and keep records of all “next service km” for all Concern vehicles.

Review all fuel vouchers, routine service documents before submission to budget holders for approval etc.

Liaise with the procurement officer on the procurement of spare parts for technical approval, fuel and other transport or fleet requirements and advising staff on Concern’s Transport & Fleet policy & procedures

Log sheets are correctly completed including km is charged to correct programme.

Train new drivers on the use of DiRTrAC system, update the system by adding and deleting users, check vehicle trips, amend trips etc.

Check vehicle trips, amend trips, update the system by adding and deleting users

Ensure use of Concern job cards.

Vehicle tracking to ensure rules are being adhered to e.g. speed limits.

Stores

Manage stores and all store documentation e.g. stock cards, warranties etc in Nairobi

Receive and document all deliveries (long term and in transit) and ensure safe storage.

Organize dispatch, loading and offloading of deliveries.

Transportation of supplies cost effectively by comparing courier vs consolidated cargo to and from program locations.

Distributions

Track distribution of purchased items ensuring proper documentation and summarise distribution reports for all offices.

Maintain the final distribution files, manage all records submitted by program teams and ensure accurate consolidation and reporting.

Reporting

Prepare monthly transport and fleet reports for Nairobi office and submit for

review by Line Manager, approval by the BH and for payment by 8th every month.

Compile carbon footprint report for Concern vehicles by providing data on vehicle use, fuel consumption etc.

Consolidate and review transport reports from the field offices before forwarding to the Logistics Coordinator for approval.

Download reports and logsheets from the DiRTrAC system and share with finance

Review all field transport reports and highlight anomalies before presenting for Line Managers review.

Compile Nairobi fuel vouchers, reconcile fuel and utilization report at the end of every month, and submit documents for approval and payment processing.

Compile Nairobi taxi reports per program and prepare PRF for payment

Prepare comprehensive stores reports and stock reconciliation reports for Nairobi office

Carry out stock reconciliation for Nairobi office and review the same documents from field offices)

Others

Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment

Participating and contributing towards Concern’s emergency response, as and when necessary

Take all possible measure to meet Core Humanitarian Standards (CHS)

Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

A degree in Logistics, Operations Management, Business Administration, Management or relevant field

At least three (3) years’ experience in related field with progressively responsible experience preferably working with an NGO or UN Agency in a similar role

p-to-date knowledge of traffic and NTSA regulations regarding to licensing, road safety, etc.

Experience with Health and safety in Transport
Working knowledge of 4 x 4 and hybrid vehicles, vehicle spare parts, transport logistic systems, including procurement and stores management
Kenyan driving license.

Desirable:

CILT certification

Apprenticeship in motor trade

Basic mechanics’ skills

Motor bike riding license is an added advantage

Preference will be given to candidates who have:

High integrity and demonstrated ability to follow standards and policies

Commitment to humanitarian principles and values

Commitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies

How to Apply

Interested candidates, who meet the above requirements, should send a detailed CV with three professional referees (one of whom must be an immediate line manager) and Cover Letter Only to nairobi.hr@concern.net with the subject on the email as 'Officer Logistics, Transport and Stores

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