GENERAL DESCRIPTION OF THE ROLE Under the direct supervision of the Logistics & Security Manager, the LSO will be responsible for Horn Relief’s administrative logistics and security with responsibility over the sections of Procurement, Transportation, Warehousing / Assets, Communication, Equipment Maintenance, and Reporting.
The Logistics and Security Officer will be responsible for ensuring quality in logistics support across Horn Relief HQ, field offices, and projects. He/She will also ensure the logistics function is delivering timely, cost-effective, high quality and appropriate support; and supporting field teams in achieving and maintaining minimum standards in logistics work.
RESPONSIBILITIES AND KEY DUTIES
Procurement • Ensure that procurement tracking is current and updated. • Ensure timely & accurate logistical reporting to country management • Continuously assess the market for new procurement opportunities; explore new areas for purchase in relation to the HR regional harmonization. • Ensure timely delivery of program supplies to field sites in line with program implementation; assist in the development, monitoring and review of procurement plans • Coordinate customs clearing processes for international procurement.
Transport and Travel • Undertake all bookings and coordination with flight operators for the movement of staff and cargo. • Arrange for road transportation of goods when necessary • Ensure that vehicles are periodically scheduled for maintenance
Warehousing / Assets • Ensure that asset tracking databases are current. • Ensure that all HR assets and equipment are properly assessed and documented (incl. physical location and condition) to contribute to an updated country program asset register. • Ensure that all documentation is completed and stored in readiness for external and internal audit requirements. • To make sure that all warehouse paper trail are in place • To carry out periodic Stock checks and to provide physical count of random items in the warehouses when in use. To perform spot check of warehouse paperwork including Stock Cards, delivery and receipt papers. • When necessary, make up the Monthly Warehouse reports for Nairobi and field warehouses in use and submit this to the Financial Controller.
Communication • Gather information pertinent to logistics situation countrywide & ensure dissemination to relevant HR personnel. Understand context in which HR is working. • Coordinate closely with Security focal point, Ensure logistical support in event of emergency, and that all necessary advance measures have been taken. • Liaison with other NGOs and UN agencies on logistics issues.
Equipment Maintenance • Ensure that systems for regular maintenance or repair are implemented for vehicles and other equipment and that routine maintenance and repair of communication and office equipment (computer, radios, satellite phones, power generators) is carried out per schedule. • Ensure that proper tracking of equipment out for maintenance is followed. • Provide technical supervision of drivers for matters related to safety and security
Security • Act as the security focal point for both Nairobi and field in absence of the LSM • Provide all staff with regular security briefings and updates and ensure that all staffs adhere to security policies and procedures. • Conduct regular security and risk assessments for all operational areas • Supervise the security guards in Nairobi • Ensure that field communications needs are met and that staffs are trained in the use of radios and other communications equipment as necessary • Liaise with UN agencies, NGOs and other external actors to gain security information and analysis in Somalia
Others • Ensuring that bills are paid on time • Making sure that everything at the guesthouse is in order • Any other duties as may be assigned
Skills and Qualifications • Graduate degree/diploma in Supply chain management or its equivalent in relevant field. • Post graduate technical training an added advantage • Minimum 4 years experience in similar role (NGO field or country head office preferred). • Knowledge of donor regulations such as OFDA, EC, DFID, etc will be an added advantage. • Excellent IT skills, in particular Word, Excel, email. • Excellent people management skills and good communicator. • Highly organized and self-motivated. • Ability to work under high pressure and prioritize tasks. • High standard of written and spoken English and Swahili.
Applications should be submitted by 22nd January 2012. The selection committee will review all applications as they are received. All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered. No phone calls please. Horn Relief is an equal opportunity employer.
Each application should include the following: Application letter stating why your skills and qualifications are suitable for this position and current contact information CV, including detailed work experience, education/degrees Professional references (minimum of three, with complete contact information)
All applications should be sent to Horn Relief at hornreliefjobs@gmail.com AND vacancies@hornrelief.org with the subject line: “Logistics and Security Officer”. Submission of this information should reach Horn Relief by 22nd January 2012.
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