The Logistics and Procurement Assistant will provide procurement and logistics support to the organization of Projects. The Logistics and Procurement Assistant will be responsible for the day-to-day implementation of the procurement systems and procedures. He/she will work closely with the Logistics and Procurement Officer to ensure timely procurement and deliveries. The position will be based in Kakuma.

He/she Will report to the Logistics and Procurement Officer.

DUTIES AND RESPONSIBILITIES

Procurement

• Assist in the preparation of procurement documentation including Requests for Quotations (RFQs), bid evaluations, Purchase Requisitions and Local Purchase Orders (LPOs).
• Keeping up to date all procurement records and files in hard copy and in soft copy.
• Support in receiving and review of the Purchase Requests from the programme team in the absence of the procurement and Logistics officer.
• Ensure that purchases are properly authorized in accordance with the organisation policies and procedures.
• Assist the Logistics and Procurement Officer in tracking and expediting procurement processes as stipulated by the organization policy.
• Tracking status of requisitions, and orders and ensuring deliveries are done on time; and to report to the Logistics and Procurement officer, any issue such as variation on specifications, shortages, missed or late deliveries.
• Follow up on procured goods and services to ensure they are delivered in good condition, dispatched to the recipients in a timely manner, and delivery documents are saved appropriately.

lnventory

• Ensure that the inventory system is always updated.
• Ensure items dispatched have been requested as per the organization standard templates
• Ensuring that all the goods received are recorded as per the organization standard templates and stored and handling as per procedures of safety, security accountability and transparency.

Logistics :

• Assist the Logistics and Procurement officer in fleet management whilst in the field.
• Liaising with the Logistics and Procurement Officer to ensure that, regular service schedules for vehicles, maintaining service schedule files and major repairs are done in a timely manner by a professional mechanic.
• Operate organization vehicles when designated drivers are unavailable due to leave or when assigned by Logistics & Procurement Officer.

Others:

• Assist in conducting due diligence verification of suppliers, including reference checks and on-site inspections of authorized and contracted service providers.
• Perform additional procurement and logistics responsibilities as assigned by the Logistics and Procurement Officer.

REQUIRED EXPERIENCE AND TECHNICAL COMPETENCIES:

• A Diploma in Supply Chain Management or Procurement Management.
• Minimum 1–2 years’ experience in a procurement or logistics support role, preferably in a humanitarian setting.
• A registered member of either KISM or CIPS.
• Computer skills including demonstrated hands on-experience with MS Office (MS Word, and MS Excel)
• Proficiency in both written and spoken English and Kiswahili
• Must have a valid driving license -Category B