Logistics Officer Jobs at Merlin Kenya

On Thursday, April 4th, 2013
Position: Logistics Officer

Direct Supervisor: Country Logistics Manager

Final Responsible: Country Logistics Manager

Relationships Internally:
 Logistics staff (Nairobi and field), finance & administration

Relationships Externally: Transporters, suppliers, clearance/forwarding agencies

Location: Nairobi

Start Date: ASAP

Context

Merlin is a British humanitarian Non-Governmental Organization providing health care to populations in crises.

Merlin exists to provide an immediate and effective response to medical emergencies throughout the world.
The goal of the Nairobi Office is to provide support to Merlin projects in Kenya and Somalia in terms of logistics, transport, procurement, security and emergency response.

Responsibilities

  • To manage the stores, transport and general logistics functions of the capital office, consistent with the country programme objectives.
  • To liaise with procurement officer and anticipate supplies incoming to transit store, and manage storage space effectively
  • To control all Nairobi stores according to Merlin policy, running monthly stock checks and providing monthly reports
  • To ensure that supplies are forwarded to project sites in a timely and cost effective manner; and that sites are kept informed about pending deliveries and any delays to consignments
  • To ensure that goods are received, unloaded, stored properly, and checked in against procurement documents
  • To ensure that all consignments leaving the country have appropriate export documents
  • To obtain competitive quotes relating to transport and to liaise professionally with transport suppliers
  • To supervise drivers and manage Nairobi vehicles and movements, ensuring that vehicles are properly maintained
  • To control fuel the procurement of fuel, prepare consumption data and submit monthly fleet reports on time
  • To ensure all documents and requisition forms are authorised according to Merlin policy
Tasks

Vehicle Management

  • To maintain accurate control of vehicles: monitoring vehicle logbooks and provide monthly vehicle report to the Logistics Manager.
  • Control use of fuel vouchers, provide administrative check and all supporting information before presenting them for final approval and subsequent payment.
  • Supervise Nairobi drivers and ensure correct vehicle usage procedures as per ‘driver’s rules and regulations’ and Merlin policy.
  • Plan and organize the day to day capital office transport requirements.
  • Ensure that vehicle service intervals are closely monitored and that planned and unplanned maintenance is carried out as per manufacturer’s recommendations.
Stock Control
  • Liaise with suppliers to receive newly procured goods into transit stores, and provide signed goods received notes for the procurement files.
  • Manage distribution of stock to project sites: liaise with project sites, prepare stock transfer documents, ensure that the stock in good working condition, organize the transfer, ensure a GRN is received from the field site and filed.
  • Maintain stock movement report (SMR) of all capital office stores: hold store keys in a secure manner, carry out monthly stock taking of all stock items and present monthly stock report to Logistics Manager.
  • Ensuring cleanliness, hygiene, safety and storage system in place is up to the required standards.
  • Prepare standard Merlin documentation for all items received and issued, such as stock movement reports, warehouse requisitions, bin cards, etc.
Cargo transport
  • Liaise with project staff to ensure the timely dispatch of purchased items by appropriate means
  • Request quotations from transport suppliers, prepare all paperwork as required
  • Manage the picking/packing of cargo, preparing packing lists, and completing accurate waybills.
  • Prepare documents for all payments related to transport, and ensure that this is authorised according to Merlin policy
  • Prepare standard Merlin documentation for all items received and dispatched, such as stock movement reports, packing Lists, waybills and GRNs
Communication:
  • Establish and maintain effective working relationships with all project site staff
  • Ensure effective working relationship with counterparts, technical and service departments at capital level
Various:
  • Brief new starters on Merlin procedures related to this transport and warehousing
  • Willing to be sent to the field for specific support or supervision on specific logistics activities.
  • Any other duty as may be required by the Logistics officer
Qualifications

Essential

  • Minimum of secondary education
  • Two years of warehouse or transport management experience, preferably with an NGO or similar organisation
  • Advanced skills in the use of computers and office software (MS Word, Excel, Outlook etc),
  • Fluent written and spoken English and effective communicator with good interpersonal skills
  • Good planning, prioritizing and organizational skills
  • Ability to work under tight deadlines and pressure
  • Physically fit, proactive, and willing to lead by example
Highly desirable
  • Previous experience working for an NGO
  • Supervisory experience
  • Certificate/Diploma in a relevant subject
To apply for this position
All applications including cover letter and cv should be sent to:

HR Department,
Merlin, Nairobi Office,
P.O Box 3350 – 00200,

Nairobi, Kenya

or

Email to: [email protected]

Application deadline is 5:00pm on Friday 12th April 2013.

Please note that only short listed candidates will be contacted.

Data Protection

Please note that in accordance with the 1998 Data Protection Act, Merlin will hold and use personal information that you have given for the purpose of recruitment and employment. This information can be stored in manual and/or electronic form.
This information may also be disclosed to third parties in accordance with the Data Protection Act.  In cases where a job offer is conditional on ensuring that potential employees’ names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States due to donor funding requirements, Merlin will use the information that you have given for checking that your name does not appear on these lists.
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