Transport & Logistics Officer

Line Manager: Logistic Coordinator

Location: Nairobi, Kenya

Duration: 1 year with possibility of extension

Solidarités International is an international humanitarian aid organization which provides assistance to populations who are victims of armed conflict or natural disasters. For 30 years, Solidarités International has concentrated its action on meeting three vital needs: water, food and shelter.

By carrying out emergency programs, Solidarités International has acquired experience end expertise in the fields of access to drinking water and sanitation.

In the Horn of Africa, Solidarités International is currently implementing food security, water and sanitation projects in Kenya and Somalia.

1/ Objective of the position

The transport & Logistics Officer will be in charged of managing the personnel and cargo movements from the coordination office to the bases and back.

She/he will be responsible for the maintenance of the coordination vehicles and their movement including fuel consumption follow-up of all the bases.

She/he will insure that inventories of all assets/equipment and stock are properly done in every month and will be assigned specific procurement tasks in support of programs.

2/ Hierarchy

The Transport & Logistics Officer is under the line management of the Logistic Coordinator.

He/She is responsible of drivers and guards. He/She will work in close collaboration with the Purchase team on the coordination office and the Log/Admin Managers on the bases.

3/ Keys responsibilities

Nota: this list gives the framework of the position activities but it is not exhaustive. You may be asked to complete other duties.

Transport

Supporting the following activities:

* Being the interface with the field bases for transport issues
* Select appropriate supplier for transport (air, road, and rail) in line with user request, quality, reliability and price factors.
* Work in close liaison with the purchase unit in obtaining the up dated status of procurement transaction in order to facilitate timely movement/shipment of personnel and commodities from one source to the required destinations.
* Supervision of cargo loading activities, completion of relevant transport documentation and ensuring that they are properly filed for easier retrieval of information as and when required.
* Ensure that dispatch is conducted in a smooth manner from the source of commodities and that proper safety standard and regulations for both staff and goods are maintained until the final delivery point and also that this is achieved within the required/ set time frame. Facilitate relevant offices with reports on the position of the deliveries made to the various field bases in and out of the country.
* Maintain an up to date follow up records and report on movement and storage of all materials, machines and equipment in line with the organization’s procedures. Provide an update of stocks, after sale service, maintenance schedule as and when required.
* Managing the road transportation in Nairobi and out of the city (planning vehicle movement, maintain vehicle rental contracts, maintenance, refuelling records)
* Responsible for humanitarian and commercial flights booking and ticketing for cargo and passengers, with the validation of the administrative coordinator and the logistic coordinator.
* Responsible for staff movements follow up, sending weekly update of the table.
* Responsible for fuel consumption follow up of vehicles and generators, for all bases and the coordination office. Provide feedback to Log/Admin Managers and submit the final monthly follow-up to the logistics coordinator.
* Managing the taxi movements as well as maintain accurate records and reports of the financial cost incurred for reconciliation with invoices submitted.
* Source for quotations from reliable transport companies and preparation of relevant transport contracts to ensure that they meet the organization’s objectives.
* Ensure that customs procedures are adhered to and that all required documentations (imports and export) are submitted to the relevant offices in a timely manner. Maintain a proper imports and exports filing system.

General Logistics

Supporting the following activities:

* Is responsible to ensure the respecting of logistic procedures related to transport, booking, equipment and stock management.
* Is responsible for the infrastructures and of their maintenance (office and guest house)
* Issuing the logistic IOFs for the daily functioning of the coordination office (supplies, products, fuel, repairs, etc)
* Managing a team including 3 drivers, guards. He will be planning of the work, supervision, management of their leaves.
* Managing casual workers according to the needs, with the validation of the logistics coordinator.
* While cross check and giving feedback to the Log/Admin Managers he will be submitting monthly to the Logistics Coordinator the inventories of the stocks and assets given by the manager of stocks.
* Managing petty cash such as advances (including clearance of no longer than one week’s delay maximum).
* Carry out monthly inventory of equipment in Nairobi office and Insure that all office equipment/assets are well maintained.
* Filling and classification of Solidarités International documents.
* Managing staff movements in Nairobi guest house.

4/ Qualifications and Experience

* Advanced Diploma in a field related to Logistics. A university degree in a related field is an added advantage.
* At least 2 years progressive work experience in INGO preferably in a similar position.
* Experience in transport management (preferably in and around Nairobi), booking of accommodation and meetings venues
* Have basic procurement skills.
* A team player who is well organized and with good planning skills.
* Excellent knowledge of English (both written and spoken) and Kiswahili languages.

5/ How to apply

Kindly send your cover letter, CV and contact details for 3 referees to the following email address: jobapplication@solidarites-kenya-som.org by closing date, 15th November 2011.

Please clearly indicate the position you are applying for in the title of your email.

Only short-listed candidates will be contacted for an interview.

Solidarites International is an equal opportunity employer