Concern Worldwide Officer Logistics, Transport and Stores Job

Concern Worldwide Officer Logistics, Transport and Stores Job

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
  • Up-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

Competencies required:

Managing yourself

  • Awareness of your own abilities and uses abilities to work well with others to achieve your work and Concern’s.

Individual leadership

  • Inspire others by clearly articulating and demonstrating the Concern’s values and principles supports others to achieve excellent results.

Communicating and working with others

  • Proactively and effectively share information with others. Works effectively with others to achieve best results from.

Delivering results

  • Delivers on commitments; uses appropriate techniques to help achieve agreed objectives.

Planning and decision-making

  • Systematically work towards achieving objectives; informed and timely decisions (appropriate to role), to achieve work objectives.

Creativity and innovation

  • Continual improvement by developing and implementing new ideas for effective and efficient progress towards the agreed objectives

Influence, advocacy and networking

  • Engages effectively with others inside and outside the organisation as relevant to achieve agreed objectives

How To Appy

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 on or before Wednesday 20th March 2024. Only short-listed candidates will be contacted for interview.