Logistics Assistant at Save the Children

On Monday, March 23rd, 2015
Kenya Country Office
Position Code: LOG 004 NRB
Team / Programme: Logistics
Location: Nairobi
Contract Duration: 1 Year
Grade: 5
Post Type: National (1 year with possibility of renewal)
Child Safeguarding: Level 3:  the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

Role Purpose: The Logistics Assistant is part of Save the Children’s Kenya Country office. 

The Logistics Assistant will provide logistics support in relation to asset management, warehouse management, stock in transit management, reporting and logistics administration and any other role as may be directed by the Logistics Officer.

Scope of Role:

Reports to: Logistics Officer

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. 

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. 
In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. 
In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. 
Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country. We employ nearly 300 staff and will have an operating annual budget in 2015 of approximately US$20-25 million.

Key Areas of Accountability:

Assets Management

  • Maintain and update the Assets Register and Equipment Register for the country office and coordinate with Area Logistics Coordinators/Line Manager on status and any issues.
  • Ensure that all the changes to the assets and equipment’s locations or conditions are reflected in respective registers in a timely manner through tracking of movement and that any discrepancies are reported immediately.
  • Ensure that all assets of the programme are labelled correctly and ID cards created.
  • Ensure that the assets that are issued to staff are authorised, recorded and necessary paper work exists as per the policy of Save the Children.
  • Ensure that all assets are properly maintained and looked after. Any miss-use and abuse is reported and senior management is updated on the status and issues related with assets.
  • Ensure the Asset register is shared with the Logistics Officer at the end of each month.
  • Conduct periodic asset verification and checks on all assets. 
Warehousing and Stock Management
  • Ensure that all procured materials are properly stored and correctly recorded and that the stores in Nairobi are maintained following standard SCI procedures.
  • Ensure that the movement of inventories IN and OUT of the stores is correctly documented, authorised and paper work is done as per procedures.
  • Alert the relevant Field Office/Programme Manager/Requester about the receipts and dispatches and coordinate with them as it may be necessary.
  • Ensure that Stock Cards and Bin Cards are updated and stock reports are produced and circulated to Logistics Manager; data is uploaded to the internet based warehousing management system.
Transportation & Freight
  • Under supervision of the Logistics Officer, organise transportation of goods by Road and Air if required to Area offices and ensure all accompanying paper work is produced in a timely manner.
  • Coordinate with the clearing and freight forwarding agents on goods being imported/exported and ensure that all goods are cleared through customs using the appropriate channels and procedures.
  • Compile accurate documentation relating to the movement of items between locations per consignment.
  • Liaise with the Procurement Assistant to arrange transportation of goods and equipment between offices or to field sites and ensure that the goods are securely packaged and loaded to prevent damage during transportation.
  • Compile accurate documentation relating to the movement of items between locations, whether as a transfer or for distribution.
Other General Support Activities
  • Assist and implement standard Save the Children logistics systems and procedures. 
  • Support the Logistics Officer in the collation of the country logistics KPIs. 
  • Ensure that all paper work is kept according to the policies and procedures of the organisation and filed neatly with supporting documents in respective files.
  • Undertake any other reasonable duties requested by his line manager, where they do not go against the policy of the organisation.
Core Behaviours:
Applying Technical and Professional Expertise
  • Makes decisions based on professional expertise and experience without deferring unnecessarily to others
  • Shares knowledge and best practice on technical solutions so that others can make best use of that expertise
  • Actively seeks new ways to develop the application of technical and professional standards within the team
Delivering Results
  • Delivers timely and appropriate results using available resources
  • Takes responsibility for their work and its impact on others
  • Plans, prioritises and performs tasks well without needing direct supervision
  • Understands the link between their work and the organisation’s objectives
Innovating and Adapting
  • Suggests creative improvements and better ways of working
  • Seeks out and applies successful ideas from others to overcome challenges
  • Shifts tasks, roles and priorities to perform effectively under changing or unclear conditions
  • Applies lessons learned to enhance future ways of working
Working effectively with others
  • Actively listens to new and different perspectives and experiences of those they work with
  • Proactively supports team members and trusts their capabilities
  • Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups
  • Clarifies their role and responsibilities within the team to maximise impact
Qualifications and Experience:
  • A Diploma in supply chain, logistics or procurement
  • 2-3 years’ experience working in similar role in an NGO or private commercial sector 
  • Member of a professional body e.g. CIPS, CILT or KISM will be an added advantage  
  • Excellent computer skills especially in MS Excel spread sheets and MS Word
  • High level of integrity/confidentiality and ability to work as part of a professional team
  • Knowledge of the Kenya context
  • Excellent communication skills
  • Proven ability to handle challenging work load
  • Cross-cultural experience, understanding and sensitivity;
  • Excellent interpersonal and written and oral communication skills;
  • Commitment to Save the Children values.
How to Apply

Interested candidates are required to submit a CV and mandatory Cover letter to [email protected] indicating the Position Code on the subject line by 31st March 2015.  

Due to the urgency of these positions, applications will be reviewed as when we receive them. 
Only shortlisted candidates will be contacted. 
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