Logistics Officer (Nairobi, Kenya) | arche noVa (AN) | German NGO founded in 1992

Logistics Officer (Nairobi, Kenya)

Organization Overview

arche noVa (AN) is a leading German NGO founded in 1992, committed to providing humanitarian aid, emergency relief, and development support in over 16 countries worldwide. With a strong focus on WASH (Water, Sanitation, and Hygiene), livelihood support, and Disaster Risk Reduction (DRR), arche noVa implements a wide array of projects to improve the lives of vulnerable communities. Our work spans the construction and rehabilitation of sustainable water structures, installation of water filtration systems, hygiene promotion, latrine construction, climate-smart agricultural initiatives, and capacity building in disaster-prone areas.

In 2012, arche noVa consolidated its efforts in East Africa by establishing a Regional Coordination Office in Nairobi, Kenya. Our ongoing operations extend to Kenya, Somalia, Ethiopia, Uganda, Somaliland, and Sudan, where we work hand-in-hand with local partners to ensure impactful, community-driven projects.

Job Title: Logistics Officer
Location: Nairobi, Kenya
Closing Date: 9th September 2024
Start Date: 1st October 2024
Contract Duration: 1 year (renewable based on funding and performance)
Reports To: Regional Coordinator, East Africa
Employment Type: Full-Time

Job Summary

We are looking for a Logistics Officer to support our growing operations in Nairobi, Kenya, with occasional field missions to neighboring countries in East Africa. The Logistics Officer will manage the procurement, inventory, and logistics processes, ensuring efficient support for all operational needs. Reporting to the Regional Coordinator, this role requires a detail-oriented and proactive individual who is experienced in procurement management and logistics coordination within the NGO sector. You will work closely with staff and partners to support field activities, ensuring compliance with organizational and donor procurement policies.

Key Responsibilities

1. Logistics Support

• Provide logistical support to staff during trainings, team meetings, and events, ensuring seamless coordination in collaboration with the Regional Coordinator (RC).
• Identify suppliers, obtain quotations, and negotiate favorable terms, ensuring compliance with donor regulations and internal procurement policies.
• Maintain a continuous market survey to ensure competitive pricing for all items.
• Organize staff movements for field missions, meetings, and ensure necessary logistics like transportation and accommodation.
• Manage office supplies, including cleaning items, food, and water, to ensure staff are supported with necessary materials.
• Draft service contracts and ensure legal compliance for all transport and logistical arrangements.
• Resolve procurement and logistics issues in collaboration with the RC.

2. Inventory Management

• Manage procured stocks and assets, ensuring accurate record-keeping, accountability, and regular inventory audits.
• Implement effective inventory control measures to prevent damage or loss of assets.
• Collaborate with internal departments to manage the distribution of goods and support field operations.
• Maintain a centralized database for all assets and regularly update records.

3. Supply Chain Management

• Source and evaluate suppliers to ensure cost-effective procurement of goods and services in line with organizational goals.
• Manage relationships with approved vendors and suppliers, ensuring quality control and reliable service delivery.
• Keep a database of approved suppliers and ensure regular reviews of vendor performance.
• Oversee the quality of procured items, confirming proper documentation (invoices, delivery receipts, contracts).

4. Documentation, Reporting, and Compliance

• Ensure all procurement-related documents, such as purchase orders, contracts, invoices, and receipts, are complete, accurate, and properly filed.
• Prepare regular procurement reports for management, including expenditure analysis and budget performance.
• Assist in budget planning by providing data and insights related to procurement trends.
• Ensure full compliance with both organizational and donor regulations in all procurement processes.
• Support audits and financial reporting by maintaining transparent and accurate procurement records.

5. Program and Operations Support

• Provide technical assistance and capacity building to local partners on procurement, logistics, and supply chain management.
• Assist the Regional Coordinator in addressing emerging tasks and ensuring smooth program operations.
• Help local partners improve their procurement policies and logistics standards.

Qualifications and Skills

• Bachelor’s Degree in Procurement and Logistics, Supply Chain Management, or a related field.
• At least 5 years of experience in procurement and logistics, preferably within the NGO sector.
• CPSP-K certification (or equivalent) is highly preferred.
• Proven experience in negotiating with suppliers and managing vendor relationships.
• Strong analytical skills with the ability to interpret data and make informed decisions.
• Detail-oriented with a high level of accuracy in maintaining records.
• Excellent communication and negotiation skills.
• Proficiency in Microsoft Excel and other office tools.
• Fluency in English is required, with a strong emphasis on teamwork and flexibility.

Work Environment and Conditions

This position is based in Nairobi, Kenya, with field missions to Kenya, Somalia, Ethiopia, Uganda, Somaliland, and Sudan. The candidate must be willing to travel for fieldwork and support missions in challenging and remote environments. arche noVa offers a supportive work environment that promotes inclusivity, diversity, and equal employment opportunities.

How to Apply

Interested candidates should submit their applications, including a cover letter, CV, and supporting documents, in one PDF document to ea.hr@arche-nova.org by 5:00 PM East African Time on 9th September 2024. Please ensure that the email subject is Logistics Officer – Nairobi, Kenya.

arche noVa is committed to equal opportunities in employment and strives to create an inclusive workplace. We encourage applicants from diverse backgrounds to apply, particularly those with experience working in humanitarian and development settings.

For more information, visit our website: www.arche-nova.org

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