Procurement
- Take the lead in managing procurement for SIF office in Nairobi.
- Comply, respect and abide by the SIF Procurement procedures & Donor Procurement guidelines under the supervision of the Logistics Coordinator.
- Maintain proper archiving of procurement files ensuring their completeness in both hard copies and soft copies.
- Prepare and ensure that purchasing requests (IOF’s) and other purchasing documents are filled properly according to SIF threshold
- Collect quotations from suppliers
- Draft contracts, framework agreement and share to the Logistics Coordinator.
- Participate in the elaboration of a price list that is updated regularly.
- Update the supplier list regularly
- Prepare and Consolidate the Logistics monthly report (MLR) of Nairobi base (fleet, stock follow-up, inventory List, equipment list, contract follow-up, etc.)
- Liaise with Admin Department on all procurement and payment activities.
- Follow the validation process in Nairobi office
Objective 2: Stock Management
- Manage periodical inventories of the Stock and equipment’s
- Ensure the correct storage and management of stock with the right documentation
- Verify that all items ordered are received and inform the carrier / supplier/ shipper/ consignor if there are any missing or damaged items.
- Manage assets/furniture and other equipment
- Update the Equipment List for each new assets according to SIF procedures
- Keep the stock items tidy and well-ordered at all times.
- Handle stock in and out, including unpacking, putting-away, picking, packing, labelling and dispatching assets/furniture/stock.
- Prepare Goods Received Notes (GRNs).
- Edit Donation/Destruction/Sale Certificates as guided by the Logistics Coordinator
Objective 3: Fleet Management
- Manage Nairobi vehicles and drivers in coordination with the Logistics Coordinator.
- Communicate with program and support team regarding vehicle movement schedules
- Coordinate all flight / Hotel bookings and organize pick up and drop arrangements
- Ensure that vehicles are very well maintained
- Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
- Ensure that all drivers maintain the daily log sheets signed at all times of movement
Objective 4: Reporting
- Participate in the review and consolidation of the monthly logistics report
- Participate in the procurement plan update in PMP report
- Provides regular detailed reports on all logistics operations of the base to the Logistics Coordinator.
- Report any challenges/issues that may occur within the department
Objective : Others
- Attend to any other logistical or program duties as deemed necessary by Logistics Coordinator.
- Make regular field visits to give support to bases
Objective 1: Procurement
- Take the lead in managing procurement for SIF office in Nairobi.
- Comply, respect and abide by the SIF Procurement procedures & Donor Procurement guidelines under the supervision of the Logistics Coordinator.
- Maintain proper archiving of procurement files ensuring their completeness in both hard copies and soft copies.
- Prepare and ensure that purchasing requests (IOF’s) and other purchasing documents are filled properly according to SIF threshold
- Collect quotations from suppliers
- Draft contracts, framework agreement and share to the Logistics Coordinator.
- Participate in the elaboration of a price list that is updated regularly.
- Update the supplier list regularly
- Prepare and Consolidate the Logistics monthly report (MLR) of Nairobi base (fleet, stock follow-up, inventory List, equipment list, contract follow-up, etc.)
- Liaise with Admin Department on all procurement and payment activities.
- Follow the validation process in Nairobi office
Objective 2: Stock Management
- Manage periodical inventories of the Stock and equipment’s
- Ensure the correct storage and management of stock with the right documentation
- Verify that all items ordered are received and inform the carrier / supplier/ shipper/ consignor if there are any missing or damaged items.
- Manage assets/furniture and other equipment
- Update the Equipment List for each new assets according to SIF procedures
- Keep the stock items tidy and well-ordered at all times.
- Handle stock in and out, including unpacking, putting-away, picking, packing, labelling and dispatching assets/furniture/stock.
- Prepare Goods Received Notes (GRNs).
- Edit Donation/Destruction/Sale Certificates as guided by the Logistics Coordinator
Objective 3: Fleet Management
- Manage Nairobi vehicles and drivers in coordination with the Logistics Coordinator.
- Communicate with program and support team regarding vehicle movement schedules
- Coordinate all flight / Hotel bookings and organize pick up and drop arrangements
- Ensure that vehicles are very well maintained
- Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
- Ensure that all drivers maintain the daily log sheets signed at all times of movement
Objective 4: Reporting
- Participate in the review and consolidation of the monthly logistics report
- Participate in the procurement plan update in PMP report
- Provides regular detailed reports on all logistics operations of the base to the Logistics Coordinator.
- Report any challenges/issues that may occur within the department
Objective : Others
- Attend to any other logistical or program duties as deemed necessary by Logistics Coordinator.
- Make regular field visits to give support to bases
Method of Application
Please submit your application to [email protected] – Cover letter and CV with 3 professional referencesin one document saved in PDF format**.**
The position title (Logistics Officer) should be indicated on the subject line. The deadline for application is on March 24th, 2023 and applications will be reviewed on a rolling basis. SIF is an equal opportunity employer, and females are encouraged to apply. Only short listed candidates will be contacted.
