Job Title: Procurement, Logistics and Fleet Officer
Deadline: Friday 29th December 2023
Reference: APIR – 006/2023
Reports to: TBC
Duty Station: Kakuma – Remote Support to Lodwar Office.
Positions: 1
Job Purpose
The finance officer will ensure efficient and effective financial systems and controls in the area field offices. He /she will support the program in the field by ensuring the timely production of reports and information.
Duties and responsibilities
Logistics:
- Support in ensuring that vehicle regulations/guidelines are adhered to as per prevailing Regulations.
- Assist in reviewing vehicle log sheets, mileage, and fuel records.
- Ensure that all vehicles are equipped with fire extinguishers and all other safety equipment.
- Support in ensuring that office safety equipment is installed and routinely maintained.
- Support in the maintenance of stock reports and asset registers in all offices.
Procurement:
- Update the procurement tracker and share it with the supervisor for onward submission to the Budget holders.
- With support from the Supervisor ensure that all vendors/consultants go through Finscan assessment before engagement.
- Ensure APIR TURKANA Policies are disseminated among suppliers and service providers.
- With directions from the supervisor ensure quotations/close tenders/ local tenders/International tenders are in place as per APIR TURKANA policies and regulations.
- In coordination with the supervisor ensure that requisitions are received from the field promptly, enabling timely support.
- With support from the supervisor, ensure procedure propriety, from PR up to a delivery note, considering the supply chain concepts (quality-quantity- delivery time satisfaction of project).
Asset Management:
- Register all APIR TURKANA office assets across the county
- Support in making the physical count, in liaison with finance to ensure the accuracy of the Asset Register.
- Get custodian signatures on registered assets.
- Maintain proper records for easy access to information.
Fleet Management:
- Daily vehicle checks
- Monthly vehicle reporting (from the tracking reports)
- In charge of the routine vehicle maintenance (cleaning, servicing)
- Tracking and ensuring timely renewal of the Vehicle Insurance
Liaison:
- Ensure that any asset/s that is due for disposal/transfer is fully approved.
- Ensure that APIR TURKANA vehicle licenses are up to date as required.
Administrative:
- In consultation with the Admin Assistant ensure office stationery stocks are maintained and up to date.
- In coordination with direct supervisor efficiently extend support required by field staff to fulfil APIR TURKANA requirements.
- In coordination with the Direct Supervisor and the Admin Assistant, ensure that all administrative procurements (flight- visitors-meetings and conferences-fuel – stationaries- Consumable Items, electricity, and mineral drinking water are done by APIR TURKANA policies and procedures).
- Other Any other duties commensurate with the level and grade of the role which may from time to time, reasonably be requested by the Supervisor
BEHAVIOURS (Value in practice)
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, and achieving and role modeling APIR TURKANA values.
- holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance, and applying appropriate consequences when results are not achieved.
Ambition:
- Sets ambitious and challenging goals for themselves and their team, take responsibility for their personal development, and encourage their team to do the same.
- Widely shares their vision for APIR TURKANA, engages and motivates others.
- Future-orientated, thinks strategically and on a global scale.
Collaboration:
- Build and maintain effective relationships with their team, colleagues, Members, and external partners and supporters.
- Values diversity, and sees it as a source of competitive strength.
- Approachable, good listener, easy to talk to.
Creativity:
- Develop and encourage new and innovative solutions.
Integrity:
- Honest, encourages openness and transparency; demonstrates the highest levels of integrity.
Job Specification and Desirable Skills
- Bachelor’s Degree in purchasing and supply, specializing in procurement and logistics or related field with relevant work experience.
- Minimum of 3 years of work experience in a similar role.
- Possess a professional qualification in Purchasing and Supply Chain Management and a registered member of the CIPS/KISM
Desirable skills and competencies
- Strong communication and negotiation skills.
- Excellent computer skills (MS Office).
- Strong analytical skills and attention to detail.
- Ability to work within a team and able to multitask.
- Fluency in communications in both English and Swahili languages