Job Title: Logistics
Coordinator (LC)

Location: Nairobi with
frequent travel to field locations

Reports To: Assistant Country Director - Systems

About GOAL

GOAL is an international non-governmental, non-political, non-denominational
relief and development organisation currently working in 12 countries across
Africa, Asia and Latin America.

Consistent with its global mission to serve the poorest, the most vulnerable,
and those affected by humanitarian crises, GOAL has been working with
communities in difficult circumstances to implement relief, rehabilitation and
development programmes over the last 30 years.



GOAL started responding to emergencies in Kenya in 1983 through partnerships
with local organizations. The current projects are Education, Health, HIV and
AIDS, Child Protection, Shelter and Emergency

GOAL Kenya is recruiting for a suitable and qualified candidate to fill the
position of Logistics Coordinator.

General Description of the Role

To manage the Logistics Function in GOAL Kenya (GK) both at country and field
offices level with the aim of:



Providing effective and timely logistics support to all programmes
in relation to supply chain, assets, premises, fleet management,
communications and safety & security.
Ensuring that all GOAL logistics tasks are carried out in
compliance with the GOAL and donor requirements;
Continuing to improve logistics systems that are in place and
amending as necessary;
Ensuring that country and field offices are adequately set up;
Building the capacity of the field logistics staff who will be
responsible for all logistics activities in relation to the field offices.
Building the capacity of a GOAL logistics team directly or through
their respective supervisors


Key Responsibilities:

General


To familiarise self and comply with all the policies outlined in
the GOAL Logistics Manual and relevant donor requirements;
To identify training needs and support training to all logistics
staff and management team on the GOAL Logistics Manual & GK Security
procedures
To oversee the completion of the required reports and submission of
the monthly logistic reports to the Country Director and GOAL Dublin.


Human Resources Management:


Manage a logistics team in Kenya through their respective
supervisors and be functionally responsible for logistics field staff
through their respective program managers.
Identify and address any specific capacity building needs for the
field logistics staff.
Coach logistics personnel on best practice and GOAL's logistics
procedures;
Ensure all performance management activities in relation to all
logistics staff are carried out as per required schedule (probation
evaluations, mid-term reviews and annual appraisals)
Identify training or development needs where necessary.


Procurement:

Supervise the senior procurement staff on the following tasks:


To ensure all payments made locally and presented to the Finance
Department are compliant with GOAL's Country specific Procurement &
Authorisation Chart with appropriate and complete supporting documentation
and completion of the audit check box and that all costs are eligible in
line with the donor specific requirements
Ensure all procurement for works contracts in liaison with
Engineering/Construction staff adheres to the Procurement Chart process
and that tender process and evaluation is adequately documented and signed
off.
Ensure all GOAL staff are trained in order-planning and are aware
of the main procurement procedures.
Implement and coach a logistics supply team through the supply team
leader in effective systems for management and prioritisation of incoming
orders
Ensure extensive supplier and market reviews are carried out and a
preferred supplier list are established
Ensure that, in conjunction with the GK Donor Compliance Officer,
all logistics personnel are trained in donor procurement guidelines and
that all procurement activities adhere to these.
Ensure that all procurement files are completed as per logistics
manual and financial requirements
Ensure a Procurement database tracking sheet (PDTS) is maintained
at all times and kept up to date for tracking of all purchases for GK


Contract Management:


Ensure to maintain a contracts management database for all works
and services contracts including construction, engineering works, vehicle
hire, transport hire and so on.


Fixed Assets Management

Supervise the senior Fixed Assets staff on the following tasks:


Ensure that all procedures and documents pertaining to Asset
Management as per the Logistics manual are in place and being followed;
Ensure on going update of the fixed Asset Register
To ensure assets are safe guarded with physical checks in line with
GOAL Logistics Manual.
To ensure donation certificates with recipient signature are
obtained and filed for all asset and equipment donated to
beneficiaries/partner groups.


Vehicle and driver Management

Supervise the senior Fleet staff on the following tasks:


Ensuring that all aspects of driver and vehicle policy are
implemented and adhered to;
Ensure that all car movements are well planned and plans are
adhered to;
Ensure that checks related to safety of vehicles are carried out on
a regular basis;
Ensure that a car / motorbike maintenance plan is set in place and
executed to set standards;
Ensure that timetables are in place for renewing of insurance /
taxation / road licences etc and that vehicles at all times comply with
relevant legislation;
Ensure that vehicle usage is controlled and monitored (including
fuel usage, etc).
Ensure that all relevant monthly reports are compiled on time


Stocks & warehousing

Supervise the senior Stores staff on the following tasks:


Implementation of all store management procedures and associated
documents in line with GOAL Logistics Manual
Educate & coach relevant staff in store management systems.


Premises management

Supervise the senior Premises staff on following tasks:


Management of all logistic aspects related to office compound and
guesthouses in all locations through close supervision and planning with
the Logistics Premises Officer


Guards
Technical support


Implement generator management system - including system of Total
Cost of Ownership, and mechanical efficiency analysis


Follow up power requirements & generators


Communication systems


Ensure that all GOAL personnel are monitored and trained in
communication operations and procedures, and that these procedures are
adhered to;
Ensure that GK develops and maintains a communications policy and
procedure


Auditing

Supervise the field logistics staff on the following tasks:


Audit all field offices on a regular basis (minimum quarterly) to
ensure that logistics systems are being implemented.
Work with Internal Controls to ensure all audit issues are
addressed with required timelines


Security and Safety


Ensure that all logistics related components which impact security
and safety are in place and strictly adhered to
Ensure that all logistic measures have been designed and
implemented in order to ensure safety of all staff;


Technical Support


Where possible, Logistics coordinator and logistics Department
should look to develop technical expertise in relevant areas (with support
from GOAL Dublin and the regional logistics office in Nairobi where
necessary) which can provide additional support to projects and
programmes.
Focal point for any visits from logistics representatives of GOAL
HQ


Other duties


Take on other duties as assigned when required


Requirements


3 + years of logistics experience with an International NGO with 1
years’ experience at Logistics Coordinator level
A degree in Logistics, Engineering, Business, or related field
Appropriate skills and experience in the capacity building and
training of staff and of developing and implementing systems
Knowledge of project management, vehicle management, communications
systems, IT, procurement, stock control and management systems;
Experience of working in insecure environments and knowledge of
security management systems and approaches for NGO’s
Ability and willingness to travel, including to insecure
environments;
Strong computer skills in Microsoft packages, including Word,
Excel, and Outlook
Ability to work under pressure to pursue multiple tasks simultaneously
to successful conclusions
Ability to work under own initiative.


Desirable:


Master’s Degree in relevant subject
Hands-on experience in areas such as repairing/maintaining
vehicles, computer and communications systems setup an advantage
Experience in proposal development, budget preparation and report
writing desirable.

To
apply for the above position, please send your CV (maximum THREE pages—any more
will be rejected) listing three reference including your last direct supervisor
and salary expectation to the

Human Resources Manager,
GOAL Kenya,
P,O Box 66242-00800,
Nairobi,

or by email to keapplications@ke.goal.ie.

Please put the job title of the position for which you are applying in the
subject line of the email.

The closing date for all applications is Friday 7th October 2011.

Only shortlisted applicants will be contacted and responded to after
interviews.

No phone calls, please

Learn more about GOAL on: http://www.goal.ie

GOAL is an equal opportunity employer, qualified male and female applicants are
encouraged to apply.



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