Logistics and Procurement Assistant at Johanniter International

Johanniter International (JOIN) is a partnership of 16 national charity organisations founded by the Order of St John in Europe and the Middle East, and the 4 Orders of St John in Europe. Member organisations carry out a broad range of activities. However, they have a common purpose in that they work to prevent and respond to emergencies aiming at helping...

 

Logistics and Procurement Assistant

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience1 year
  • LocationNairobi
  • Job FieldLogistics  , Procurement / Store-keeping / Supply Chain 

Overall Job Purpose:

  • To provide logistics support with various tasks within the Logistics & Procurement Department.

Tasks:

Procurement:

  • Support the Logistics and Procurement manager with all stages of procurement: ensuring RFPs are complete; sending out for quotations and being the focal person for communication with suppliers; preparing the QET; preparing the NCPs, PAs and PO’s.
  • Filing (soft and hardcopies) of procurement and logistics documents ensuring that the complete procurement files are uploaded on 4JUH in the appropriate folders.
  • Supports with the maintenance of the procurement tracker.
  • Maintains the supplier payment tracker alerting the Logistics and Procurement manager about any due payments, compiling all relevant invoices to be presented to Finance.
  • Together with the Logistics and Procurement manager, ensures that goods, services and works procured by the country office are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).
  • Inspects and ensures the quality of received goods and that the required documentation is present e.g. good received notes, delivery notes, waybills etc.

Asset and Inventory Management:

  • Ensures regular physical inventory checks are done of all assets and equipment, that appropriate storage conditions exist, and security of such items is ensured.
  • Ensures accurate documentation of the allocation of assets and ensuring that they are tracked, labelled, operated in the most cost-efficient manner, and maintained appropriately.

Contracts:

  • Together with the Admin Officer, regularly reviews the contract trackers and ensures it is up to date.
  • Supports the Logistics and Procurement Manager in alerting him/her to contracts about to expire, which are due for renewal, ensuring to start the process at least 4 months in advance.

Other:

  • Acts as the focal person for all services/works/maintenance required in the office, updating the manager as required.
  • Maintains an up-to-date contact list of suitable tradespersons (e.g. plumbers, electricians, carpenters etc)
  • Makes flight bookings and vehicle hire for field trips once procurement process is completed
  • Perform photo coping/scanning of documents as required.
  • Performs other tasks as may be assigned by the Logistics & Procurement manager relevant to the position.

Person Specification:

Professional Qualifications and Experience:

  • Degree in procurement and logistics or other relevant Degree.
  • No more than 1 years’ experience working in a logistics & procurement unit with an INGO.
  • Good knowledge and understanding of procurement and logistics procedures including donor compliance.

Skills:

  • Good interpersonal skills
  • Fluency in English with excellent verbal and written communication skills
  • Strong organizational skills
  • Attention to detail and timeliness in reporting
  • Analytical
  • Team player
  • Ability to work with minimal supervision

Method of Application

Applications for this position should be sent to recruitment.kenya@johanniter.de  until 12th April 2024 by 5:00pm East African Time.

Please attach;

  • A cover letter and CV.
  • Certificates of Service from past jobs (a must).
  • Certificate of good conduct (from DCI). Should be within one year from the date of issue.
  • Provide reference contacts of three former supervisors or HR responsible; no other contacts will be accepted.

• Please indicate Logistics and Procurement Assistant in the subject line of your e-mail and in the application mention your earliest date of availability.

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