Junior Logistics Officer – Nairobi, Kenya – 2024

Junior Logistics Officer – Nairobi, Kenya – 2024

• Position: Junior Logistics Officer
• Company: Mines Advisory Group (MAG)
• Location: Nairobi, Kenya
• Type of Job: Full-time
• Reporting to: Country Director
• Application Deadline: November 10, 2024

---

Introduction

Mines Advisory Group (MAG) is an international humanitarian organization headquartered in Manchester, UK, and operates across 32 countries. Renowned for its mission to eradicate landmines and explosive remnants of war, MAG has been instrumental in transforming communities through land release and safe weapons management initiatives. As a co-recipient of the 1997 Nobel Peace Prize, MAG remains dedicated to creating safer environments, working hand in hand with state security actors, and building secure communities free from the perils of mines and ordnance.

MAG Kenya is in the process of expanding its presence with new country offices in Kenya and Tanzania, managed through a primary hub in Nairobi. The Junior Logistics Officer role, based in Nairobi, is pivotal in supporting MAG’s logistics operations, enabling the efficient management and control of assets, and ensuring compliance with the organization’s standards.

This role is an excellent opportunity for a driven professional passionate about logistics and humanitarian work. The Junior Logistics Officer will contribute directly to MAG’s lifesaving mission, working with an experienced team in a collaborative environment that prioritizes growth, teamwork, and community impact.

---

Key Responsibilities

As a Junior Logistics Officer, you will manage logistics, procurement, and distribution tasks that align with MAG’s values and compliance standards. Responsibilities include:

Procurement and Asset Management

• Manage Procurement Activities: Oversee daily procurement activities, ensuring compliance with MAG’s Logistics procedures, policies, and donor requirements.
• Documentation & Filing: Maintain accurate records, including procurement documentation and filing, to ensure traceable and accessible records.
• Supplier Liaison: Establish and maintain effective supplier relationships to secure the best pricing, quality, and service terms for MAG.
• Database Management: Compile and maintain a supplier database, identifying preferred suppliers and ensuring regular price comparisons.
• Asset Record Keeping: Track Capital and Non-Capital Assets, tagging them appropriately, and updating the Asset Register monthly for the Country Director’s review.
• Travel Coordination: Facilitate travel bookings for both international and national MAG staff in accordance with travel policy guidelines.

Distribution and Logistics

• Equipment Dispatch: Organize and dispatch equipment and supplies to operational areas as required.
• Asset Recovery: Ensure all MAG assets are returned upon staff departure from the program.
• Transport Coordination: Oversee the transportation logistics of supplies and equipment to their designated areas, confirming proper documentation via Goods Received Notes.

Administrative Duties

• Logistics Filing System: Maintain the paper filing system in the Logistics office, ensuring proper documentation of all transactions, including Waybills and Goods Received Notes.
• Asset Tracking: Update and manage the Assets Database for effective tracking of all assets, including recently procured items.
• Reporting: Provide daily and monthly reports to senior management, addressing any procurement-related issues and contributing to procurement planning.

General Responsibilities

• Uphold MAG Core Values: Demonstrate MAG’s values in all actions, contributing positively to the organization’s culture and representing MAG professionally.
• Safeguarding Standards: Act in compliance with MAG’s safeguarding policies to protect the wellbeing of all individuals associated with MAG’s work.
• Training and Development: Engage in professional development opportunities, applying relevant learning in day-to-day operations.
• Team Collaboration: Work collaboratively within the MAG framework, attending team meetings and participating in fundraising efforts as required.

---

Qualifications and Skills

To excel in this role, the ideal candidate will possess:

Essential Requirements

• Relevant Experience in Procurement and Logistics: Minimum of three years of demonstrated experience in procurement and logistics.
• NGO Understanding: Familiarity with NGO operations and commitment to humanitarian work.
• Strong Organizational Skills: Self-motivated and able to work with limited supervision, displaying attention to detail.
• Supervisory Skills: Experience managing a small team is advantageous.
• Interpersonal and Negotiation Skills: Strong communication abilities to foster supplier relationships and negotiate favorable terms.
• Literacy and IT Proficiency: Proficiency in English is essential, along with strong skills in literacy, numeracy, and IT (Microsoft Word and Excel).

Additional Skills

• Time Management: Reliable and punctual, demonstrating effective time-management skills.
• Administrative Proficiency: Prior experience in administrative roles and record-keeping.
• Compliance Awareness: Adherence to donor and organizational compliance requirements.

---

Company Culture and Values

MAG is deeply committed to integrity, compassion, inclusivity, and creating a safe, dignified future for communities affected by violence. MAG believes in determination and expertise as guiding principles, fostering a culture where team members are empowered to act with purpose and prioritize people’s well-being. Inclusion and diversity are at the heart of MAG’s workplace ethos, ensuring a supportive and collaborative environment for all team members.

---

Apply Now for Junior Logistics Officer

To apply, please submit your CV and a cover letter detailing your relevant experience and suitability for this position to hr.kenya@maginternational.org by November 10, 2024. Due to high application volumes, only shortlisted candidates will be contacted within three weeks of the closing date.

• TELEGRAM CHANNEL

---

Expert Tips to Be a Successful Applicant for the Junior Logistics Officer Role

As a seasoned recruiter, I’ve compiled 10 expert tips to help you craft a standout application for the Junior Logistics Officer role at MAG. Following these insights can enhance your chances of passing Applicant Tracking Systems (ATS) and impressing hiring managers, especially in a competitive role like this one. Each tip includes specific guidance, examples, and how to tailor your application for maximum impact.

---

1. Customize Your CV and Cover Letter for the Role

Tailor every aspect of your CV and cover letter to reflect the key qualifications and skills outlined in the job description. Focus on demonstrating your experience in procurement, logistics, and administrative processes. Use specific examples that show your success in these areas, such as instances where you’ve effectively managed suppliers or maintained detailed records.

Example: In your cover letter, highlight a previous role where you managed procurement records and collaborated with suppliers. For instance, “At ABC Nonprofit, I managed procurement records and collaborated with over 15 suppliers to secure the best possible terms, helping reduce costs by 20% while ensuring timely delivery.”

---

2. Showcase Your Knowledge of NGO Operations and Humanitarian Work

MAG values applicants with a strong understanding of NGO environments and humanitarian missions. If you have relevant experience, emphasize it in your application. Even if you’re new to the NGO sector, research MAG’s mission and goals and incorporate that understanding into your cover letter.

Example: “I am passionate about supporting communities affected by conflict and have followed MAG’s efforts to clear landmines and provide safe land for productive use. My work aligns with these values, and I am eager to bring my logistical expertise to your team in Kenya.”

---

3. Emphasize Your Attention to Detail

Attention to detail is critical in logistics roles to ensure accuracy in paperwork and compliance with procedures. Share examples of times when your attention to detail directly contributed to an improved process or reduced errors.

Example: “In my previous role, my meticulous attention to detail allowed me to streamline our asset management system, reducing misplaced assets by 15% within six months.”

---

4. Highlight Your Procurement Experience

Since procurement is a core part of this role, emphasize your procurement experience, including any negotiation skills, supplier relationship management, and record-keeping. Use bullet points on your CV to list key procurement accomplishments.

Example: “Successfully managed a supplier database for XYZ Company, negotiating discounts that saved 10% annually while ensuring quality and timely delivery.”

---

5. Demonstrate Strong Computer and IT Skills

Proficiency in software like Microsoft Word and Excel is essential. Be specific about your skills in these tools and how you’ve used them in logistics or administrative work, as ATS systems may search for these keywords.

Example: “Proficient in Excel, where I developed a tracking system to monitor inventory levels and procurement cycles, improving our team’s efficiency and ensuring timely resupplies.”

---

6. Quantify Achievements to Show Impact

Use numbers, percentages, and other quantifiable achievements to illustrate your impact in previous roles. This makes your application stand out and provides hiring managers with a clear sense of your contributions.

Example: “Reduced logistics costs by 12% by negotiating with vendors and implementing a streamlined procurement tracking system.”

---

7. Discuss Your Ability to Work Independently and as Part of a Team

The Junior Logistics Officer role requires a balance between working independently and collaborating with others. Highlight times when you’ve worked successfully in both settings, such as leading a logistics project alone or collaborating on a team initiative.

Example: “In my previous role, I led a solo project to standardize inventory records across our branches, while also working with cross-functional teams on monthly procurement audits.”

---

8. Include Relevant Supervisory or Team-Lead Experience

Although this is a junior position, MAG appreciates applicants with leadership potential. If you have any supervisory experience, even if informal, mention it to show that you’re capable of managing small teams or stepping up when needed.

Example: “In my last position, I trained two new team members on our procurement process, helping reduce onboarding time by 25% and ensuring compliance with our standard operating procedures.”

---

9. Focus on Your Interpersonal and Negotiation Skills

Excellent interpersonal and negotiation skills are crucial for liaising with suppliers. Use specific examples to demonstrate your communication style, relationship-building approach, and negotiation successes.

Example: “Negotiated with suppliers to reduce lead times by 15% while maintaining quality standards, resulting in fewer delays in critical project timelines.”

---

10. Prepare Your Application to Pass ATS Scans

Use keywords from the job description and avoid overly creative formatting that can hinder ATS scans. Ensure that key phrases such as “procurement experience,” “logistics and administrative processes,” and “supplier management” are included in your resume. Save your CV as a PDF or Word document for better compatibility with ATS software.

Example: Start your resume with a “Professional Summary” that includes core skills from the job listing, such as, “Logistics and procurement specialist with 3+ years of experience in NGO settings, skilled in supplier negotiation, asset management, and compliance with operating procedures.”

---

We are an equal opportunity employer and are committed to attracting and retaining the best employees from all backgrounds.