Logistics and Procurement Assistant

Reports To: Logistics and Procurement Officer

Location: Kakuma

Classification: Fulltime – Local Hire

Starting Date: As soon as possible

Duration: 1 year renewable based on funding, performance and need for the position

BACKGROUND

IsraAID is an Israel-based non-governmental organization that was founded in 2001 and has since its inception worked in emergency and long-term development settings in over 55 countries. IsraAID’s mission is to support people affected by humanitarian crises by partnering with local communities around the world to provide urgent aid, assist recovery, and reduce the risk of future disasters.

JOB PURPOSE

The Logistics and Procurement Assistant will provide procurement and logistics support to the organization of Projects. The Logistics and Procurement Assistant will be responsible for the day-to-day implementation of the procurement systems and procedures. He/she will work closely with the Logistics and Procurement Officer to ensure timely procurement and deliveries. The position will be based in Kakuma.

He/she Will report to the Logistics and Procurement Officer.

DUTIES AND RESPONSIBILITIES

Procurement

• Assist in the preparation of procurement documentation including Requests for Quotations (RFQs), bid evaluations, Purchase Requisitions and Local Purchase Orders (LPOs).
• Keeping up to date all procurement records and files in hard copy and in soft copy.
• Support in receiving and review of the Purchase Requests from the programme team in the absence of the procurement and Logistics officer.
• Ensure that purchases are properly authorized in accordance with the organisation policies and procedures.
• Assist the Logistics and Procurement Officer in tracking and expediting procurement processes as stipulated by the organization policy.
• Tracking status of requisitions, and orders and ensuring deliveries are done on time; and to report to the Logistics and Procurement officer, any issue such as variation on specifications, shortages, missed or late deliveries.
• Follow up on procured goods and services to ensure they are delivered in good condition, dispatched to the recipients in a timely manner, and delivery documents are saved appropriately.

lnventory

• Ensure that the inventory system is always updated.
• Ensure items dispatched have been requested as per the organization standard templates
• Ensuring that all the goods received are recorded as per the organization standard templates and stored and handling as per procedures of safety, security accountability and transparency.

Logistics :

• Assist the Logistics and Procurement officer in fleet management whilst in the field.
• Liaising with the Logistics and Procurement Officer to ensure that, regular service schedules for vehicles, maintaining service schedule files and major repairs are done in a timely manner by a professional mechanic.
• Operate organization vehicles when designated drivers are unavailable due to leave or when assigned by Logistics & Procurement Officer.

Others:

• Assist in conducting due diligence verification of suppliers, including reference checks and on-site inspections of authorized and contracted service providers.
• Perform additional procurement and logistics responsibilities as assigned by the Logistics and Procurement Officer.

REQUIRED EXPERIENCE AND TECHNICAL COMPETENCIES:

• A Diploma in Supply Chain Management or Procurement Management.
• Minimum 1–2 years’ experience in a procurement or logistics support role, preferably in a humanitarian setting.
• A registered member of either KISM or CIPS.
• Computer skills including demonstrated hands on-experience with MS Office (MS Word, and MS Excel)
• Proficiency in both written and spoken English and Kiswahili
• Must have a valid driving license -Category B

Skills

• Be self-motivated, proactive and have a positive attitude to work requiring minimum Supervision.
• High attention to detail and accuracy.
• Excellent organizational skills including the ability to handle a variety of assignments sometimes under pressure of tight deadlines.
• Excellent interpersonal and communication skills.
• Commitment to humanitarian principles and organizational values (e.g., integrity, accountability, neutrality).

Key Behaviours

• Ability and willingness to take instructions.
• Honest, Diligent and Trustworthy
• Flexible
• Team Player

PHYSICAL ENVIRONMENT AND DEMANDS:

Typical office environment with field visits demands

Level of Contact with Children:

Low contact: No contact or very low frequency of interaction

LANGUAGES

Essential: English and Kiswahili

COMPLIANCE & ETHICS

• Promote and encourage a culture of compliance and ethics
• As applicable to the position, maintains a clear understanding donor compliance and ethics standards and adheres to those standards. Conduct work with the highest level of integrity. Communicate these values to staff and to partners and require them to adhere to these values
• Understanding of and commitment to the principles of non-discrimination, local ownership, sustainability, inclusiveness, local partnership, do-no-harm, and apolitical approach; codes of conduct against sexual exploitation and abuse; and against child exploitation and modern slavery.
• Commitment to abide by IsraAid’s and UN’s codes of conducts and principles
• Commitment to humanitarian principles