Logistics and Procurement Coordinator

Water, Sanitation, and Hygiene (WASH) Benefits Project

Position: Logistics and Procurement Coordinator

Deadline to Apply: January 9, 2012 (applicants will be reviewed on a rolling basis)

Start Date: January 2012

Location: Kakamega or Bungoma, Western Province; with flexibility to travel

Eligibility: Position open to all; priority given to Kenyan nationals (previous applicants need not apply) IPA’s WASH Benefits Project is a five year study to evaluate the health benefits of sanitation, hygiene, household water treatment and nutrition using a large-scale, randomized evaluation in Western Province.

In the first phase of the study, to commence in early 2012, WASH Benefits will work in 1,000 villages, conduct 10,000 baseline surveys, and deliver interventions to 10,000 households. The project will be based out of two satellite offices in Western Province.

We are currently seeking a Logistics and Procurement Coordinator to set up and manage several key aspects of the WASH Benefits project, including but not limited to: Procurement, Storage and Shipping of sensitive and high volume supplies, Transportation Coordination, Financial Management and Outreach.

The Logistics Coordinator will be based in either Kakamega or Bungoma.

The position will require some travel within Western region. The Logistics and Procurement Coordinator will work closely with the WASH Benefits management team, including Project Coordinators, Project Associates and Project Managers.

S/he will also coordinate with the IPA-Kenya management team, including Operations Manager, Senior Accountant, and Logistics and Administration Officer (LAO).

Responsibilities:

Logistics:

• Develop standard operating procedures for all logistics needs
• Prepare logistics and support plans (including contingency) that detail budget, personal, other resources
• Develop and implement systems for tracking and distribution of high volume and diverse items
• Develop and implement systems for the tracking and transport of biomedical and temperature sensitive items
• Ensure timely, cost effective delivery of materials from the project to our beneficiaries
• Train project support staff on SOPs, best practices and ethics related to project logistics
• Prepare reports on operational logistics issues and recommend solutions
• Supervise field activities related to logistics where necessary
• Ensure that accurate accounting, reporting and internal control systems are functioning and that records are maintained to project standards

Procurement:

• Obtain necessary materials for WASH Benefits offices and activities in a timely fashion and within budget constraints
• Prepare contracts and MOUs with outside firms that will provide necessary services to the project (e.g., data entry firms, etc.)
• Ensure that products developed are complete according to design specifications
• Ensure that products are packed properly and shipped with minimal damage in a timely fashion
• Coordinate with IPA headquarters and IPAK procurement office for items that need to be imported
• Coordinate timely payments for procurements with IPAK accountants
• Maintain cordial relations with all contractors
• Keep detailed and organized records for all procurement orders
• Maintain necessary inventory of consumables
• Monitor inventory regularly to ensure quality of all products stored
• Plan for and coordinate storage and security needs for procured products

Transportation Coordination:

• Work with the LAO to support the efficient coordination of transport across multiple offices
• Liaise with LAO to ensure all transportation activities comply with IPA policies
• Facilitate purchasing and maintenance of vehicles if necessary following IPA guidelines
• Coordinate all required vehicle preventative maintenance and repair
• Work with the LAO to ensure that all necessary contracts for drivers are obtained or facilitate proper training, licensing , and insurance for WASH Benefits staff
• Keep detailed and organized records of all transportation activities in accordance with IPA policy

Miscellaneous:

• Assist with coordination and logistical planning of conferences/outreach activities hosted by WASH Benefits Assist team members with arrangements for domestic project-related travel
• Communicate regularly with WASH Benefits and IPAK management teams on matters including finance, logistics, transportation and procurement
• Other duties related to project implementation as needed

Qualifications:

Required

• Bachelors degree (logistics and procurement related)
• At least two years previous experience with management, logistics and procurement responsibilities
• Excellent oral and written communication skills in both English and Kiswahili
• Ability to work independently and as part of a team
• Well organized, detail-oriented, able to prioritize, and manage multiple tasks simultaneously with minimal supervision
• Demonstrate integrity consistent with the position’s significant financial and programmatic responsibilities
• Manifest problem solving skills and ability to take initiative
• Advanced user of Microsoft office suite (Excel, Word, Power Point), and the internet
• Interest in pursuing a career in non-profit management, health policy, health evaluation support or related fields
• Experience with position responsibilities listed above

Desired

• Masters degree
• Experience working in a research / medical setting
• Working knowledge of import / export regulatory framework

To Apply:

Please send a cover letter and detailed CV, 3 references, daytime phone number(s), and email address.

Your CV should include your scores or grades and other measures of academic achievement, and details about any relevant work experience.

Applications can be submitted to any of our branch offices, or by email to jobs-kenya@poverty-action.org, or by post office using P.O Box 373, Busia area code 50400 Kenya.

If you submit by email, please ensure that the subject line reads: “Logistics and Procurement Coordinator”REF NO: WB-2011-11-01.

Disclaimer: The above statements are intended to describe the general nature and level of the work being performed by the Logistics and Procurement Coordinator.

The statements are not intended to be an exhaustive list of all possible duties, tasks, and responsibilities. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary.

Please note that IPA will never request any form of payment from an applicant. Applicants are encouraged to confirm the information listed above with IPA prior to releasing any extensive personal information to the organization.

Please direct questions to jobs-kenya@poverty-action.org.

Only short listed candidates will be contacted.

Previous candidates for the Logistics and Procurement Officer need not apply