Terre des hommes (Tdh), a leading international humanitarian organization, are hiring a Logistics/Supply Chain Intern in Nairobi.
Type of function: Logistics and Supply Chain
Line Manager: Logistics officer
Functional Link: Logistics Manager
Activity rate: 100%
Workplace: Nairobi with support to Kiambu field office
Overarching responsibilities “Main goals”
Under the direct line supervision of the Logistics officer, the Logistics Intern Officer participates in responsibilities for all logistics support activities required at TDH-Kenya at all levels and follows TDH procedures to ensure timely implementation of those activities. This includes Planning, Procurement, Asset management, Warehouse & inventory management, Travel management, Transport and Distribution and ICT Management. This specific role also requires highly motivated person with excellent working knowledge of supply chain & logistics aspects in resolving operational critical
Specific Responsibilities
Procurement Management.
- With support from the Logistics Office, receives procurement requests for goods and manages the quotation request process to ensure timely, cost-effective, and transparent delivery in line with TDH and donor-specific policies.
- Under guidance of the logistics officer ensures to all PRs are tracked from point of receiving through to final receipt. Regularly manage, review, update and share the databases and trackers.
- Participate in the joint verification of procured goods and equipment and to ascertain the items conformity to specifications required.
- In collaboration with Logistics officer supports to maintain relationship with vendors, specifically:
- Liaise with suppliers to create realistic delivery schedules and compare actual deliveries to evaluate supplier performance and responsiveness.
- Under direction of Logistics Manager to support the supplier pre-qualification process
- Participates in ensuring that all suppliers are aware of the procedures to whistle-blow for corruption and other breaches of the Code of Conduct.
- Prepare and submit payments of suppliers to finance in a timely manner.
- Works closely with the Logistics Manager to ensure compliance with TDH and donor guidelines.
- Ensure that all suspicions and allegations of corruption are reported through TDH reporting mechanisms immediately.
Assets Management
- Supports the Logistics officer in gathering all information related to procured assets for asset register update.
- Supports to ensure all assets are always appropriately tagged in line with TDH Asset management policy.
- Under the supervision of the logistics officer supports Monthly assets spot checks and physical verification of assets is done timely in accordance with TDH policy.
Stock Management
- In liaison with Logistics officer, supports in receiving goods by ensuring conformity, proper storage and that all proper documentation is handled and managed in a professional way.
- Under the supervision of Logistics officer supports in conducting inventory control/check periodically through physical count as per Tdh policy.
- Supports to ensure stock reports are updated and submitted monthly to the Logistics Manager
Other (as needed or assigned)
- Represent TDH in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of TDH mandate, ethics, values and standpoint regarding other actors
- Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.
- Supports in ICT functions to ensure internet connectivity, maintained of hardware and when required liaises with the outsources services for maintenance.
- Performs any other duties as assigned by supervisor
Accountability
- Responsible to ensure that all activities are conducted in accordance with TDH policies and procedures, donor regulations and local laws.
- Responsible to ensure that all allegations of breaches of the Code of Conduct by staff reporting is made in accordance with incident reporting policy.
About you
Skills
- A capacity to work in a matrix organization
- Strong ability to make analysis and judgment
- A capacity to listen to and motivate his/her colleagues
- Strong administrative and organizational skills
- Excellent interpersonal skills, cultural awareness and ability to work effectively in an operational environment.
- The capability and willingness to be flexible and accommodating in sometimes difficult and challenging work situations.
- Commitment to and understanding of TDH aims, values and principles.
- Demonstrated ability to meet deadlines.
- Demonstrates determination and proactivity in his professional commitment
Required conditions
Training/Qualifications: Degree in Procurement/Supply Chain Management/Logistics or equivalent related professional training from recognized institutions – CIPS or KISMS preferred.
Experience: At least 2 years of general logistics experience an average of knowledge in logistics within humanitarian organizations.
Languages: English and Kiswahili
IT know-how: High computer literacy level with expected proficiency in Microsoft Office tools (Office 365 environment would be a plus), MS Word, Excel, PowerPoint, PDF and Internet.
General Code of of Conduct and Tdh’s Risk Management Policies
Commits to complying with the General Code of Conduct and systematically reports any breach of the Code through the Tdh warning procedure: raises the awareness within the Foundation on violence and abuse and the rights that derive from them regarding children, community members and our own employees.
Commits to complying with the Risk Management Policies, including: Safeguard policies (the policy of Safeguarding Children, the Policy of Protecting against Exploitation and Sexual Abuse, the Guideline on Abusive Behavior at Work), the Safety/Security Policy and Anti-Fraud/Corruption Policies and the Prevention of Funding Criminal Acivities.
Commits to reducing the risk of abuse by developing an open and informed culture of management within the organization and in our work with children and the communities where we work.
Tdh’s organizational values
Our organizational values guide us in our operational and strategic choices and are the foundation of all decisions made by us. Those five values are incorporated into each process connected to the staff. All collaborators are assessed according to the organization’s values.
PARTICIPATION AND EMPOWERMENT
- We promote and enhance participation and empowerment.
- We create the space for active participation and embrace inputs from others.
- We are sensitive about others’ needs to influence.
- We share and delegate power and responsibilities.
PARTNERSHIP AND COLLABORATION
- We trust the capacities of our key actors as primary responders and agents of change. We build on their strengths and on their needs.
- We champion co-creation and value complementarity.
- We appreciate other points of view and seek collectively for pragmatic and innovative solutions.
- We manifest humility, respect, fairness and see others as equal partners.
INNOVATION AND LEARNING
- We promote a culture of innovation.
- We value curiosity, welcome new initiatives, and foster creativity.
- We embrace voluntary learning and are ready for trial and error.
- We foster knowledge sharing, learning and strive for sustainability.
DIVERSITY AND INCLUSION
- We celebrate Diversity and Inclusion of people.
- We genuinely commit to diversity and inclusion and see it as a wealth in all our activities.
- We understand the cultural contexts and value differences.
- We are truly committed to an equal treatment.
LEADERSHIP AND EXCELLENCE
- We thrive to offer our best, we think ahead, and are ready and willing to go the extra mile for the well-being of children.
- We provide quality programming and support. We are accountable and transparent. We use power responsibly.
- We position ourselves through our expertise and savoir-faire.
- We advocate for the rights of children whenever possible and seek actively opportunities to do so.
