Logistics Assistant Job Vacancy - Merlin, Kenya Programme

Job Description

Position: Logistics Assistant

Responsible To: Logistics Officer

Relationships Internally: Logistics staff (Nairobi and field), finance & administration

Relationships Externally: Transporters, suppliers, clearance/forwarding agencies

Direct Supervisor: Logistics Officer

Final Responsible: Logistics Coordinator

Location: Nairobi

Start Date: 1st December 2011

Duration: 12 months initial with possible extension

Context

Merlin is a British humanitarian Non Governmental Organization providing health care to populations in crises. Merlin exists to provide an immediate and effective response to medical emergencies throughout the world. The goal of the Nairobi Regional Office is to provide regional support to Merlin projects in terms of logistics, procurement, security and emergency response.

Responsibilities

• To support the stores, transport and logistics functions of the Nairobi office consistent with the Kenya / Somalia programme objectives.

Tasks

Vehicle Follow up:

• To maintain accurate control, recording and monitoring at all times of Nairobi office drivers and vehicle logbooks and provide monthly vehicle reports to the Logistics officer.
• Presents the administrative check for all the fuel vouchers and present them for final approval to the Logistics Officer.
• Supervises and ensures correct vehicle usage procedures by the regional office drivers as per ‘driver’s rules and regulations’.
• Plan and organize the day to day regional office transport requirements.
• Organize the timely and efficient reception to and dispatch of staff from the office and vice-versa.
• Ensure that vehicle service intervals are closely monitored and that the service is carried out in a satisfactory manner.
• Act as a driver if required and requested to do so by the Logistics Officer

Assets/ Stocks (Transit):

• Recording assets, assigning the assets numbers and updating the list to reflect current purchases and preparing asset transfer documents.
• Preparing asset transfer documents and ensuring that the assets are in good working condition and present the form to the Regional log officer for final validation before the transfer is organized.
• Carrying out periodical stock taking of all the items in transit store and be the Key Holder of the transit store.
• Ensuring cleanliness, hygiene, safety and storage system in place is up to the required standards.
• Any other duty as may be required by the Logistics officer

Expedition/Freight transport:

• In charge of the picking/packing of cargo and providing details to the Logistics Officer for preparing packing lists and finalizing of shipping documents.
• In charge of reception of new items in the transit stores.
• Assisting with preparing relevant documentations as required for Merlin for all items received and dispatched (Packing Lists, shipping documents, asset transfers documents)

Logistics Administration:

• Applying an administrative check on all invoices related to logistics activities (making sure they carry the PO reference number that matches with the deliveries and PO content etc…) before presenting it to the Logistics officer for final validation before the invoice is passed to Finances.
• Photocopying of purchase files before presenting invoices to finance
• Maintaining the logistics office paper filing system and ensuring all documents are correctly filed

Communication:

• Establish and ensure effective working relationship with all other staff
• Ensure effective working relationship with counterparts, technical and service departments at regional level.
• Answer the radio and ensure all calls are logged

Various:

• Can be sent to the field for specific support or supervision on specific logistics activities.

Qualifications

Essential

• KCSE minimum level of education
• Basic computer skills (Word, Excel)
• Effective communicator
• Clean driving license
• Physically fit

Highly desirable

• Previous experience working for an NGO
• Diploma in Procurement / Purchasing – CIPS

Interested candidates should send their letter of application and detailed CV to the address below by 30th November 2010.

Due to the urgency of these positions, applications will be considered as they come and the vacancies may be filled before the stated deadline.

Merlin, Kenya Programme
PO Box 3350-00200, Nairobi
Email address: recruitment@merlin-eastafrica.org