Save the Children Logistics Officer Job in Meru, Kenya

Logistics Officer – Kenya Country Office

Team/Programme: Programme Operations   
Location: Meru
Grade:  TBC    


Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

Role Purpose:

Logistics Officer is responsible for managing logistics staff, vehicles, assets, stores, communications, procurement and security and for ensuring effective and accountable logistics support to the Save the Children programmes in field offices.

Scope of Role:

Reports to: Area Programmes Manager

Save the Children has been operational in Kenya since 1984, 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.

Save the Children has an operational presence in Dadaab Refugee Camp, Eldoret, Habaswein, Mandera, Meru and Wajir. Currently, we have a staff complement of approximately 370 staff and expenditure of approximately US$30 million this year.

Staff directly reporting to this post: Drivers,

Key Areas of Accountability:

Procurement & Supply:
  • Oversee procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders/contracts, Goods Received Notes, etc.)
  • Check the availability and prices of requested items in the local market; liaise with Nairobi if procurement must be conducted there.
  • Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
  • Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed
  • Monitor procurement and logistics support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets
  • Submit monthly projections of cash flow requirements and commitments for all procurement & logistics support costs;
  • Organise the transport of supplies directly to Save the children store or to its location of use.
Asset & Stock Management:
  • Ensure stock management control in Field Office through the implementation and maintenance of standard guidelines, procedures and forms (Bin Cards, Stock Records, Delivery Notes, etc.)
  • Monitor stock levels and advise on appropriate stocking and replenishment to meet project demands
  • Ensure asset management in Field Office through maintenance of an accurate and up to date asset register and inventory tracking system, in close collaboration with the Logistics Assistant (Assets) in Nairobi.
  • Oversee the issuance and return of assets to/from staff.
  • Oversee the quartely physical check of all assets and inventory in Field Office.
Transport & Fleet Management:
  • Maintain the fleet in safe and efficient working order.
  • Ensure that vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule.
  • Monitor fuel consumption and submit weekly/Monthly reports to Logistics Manager.
  • Perform emergency driving duties during driver absences as appropriately required
  • Ensure adherence to communication protocol (e.g., radio use, email etc) at field level.
Security Management:
  • Serve as part of the Kenya Programme Security Management Team, and assist the Programme Manager in Field Office with management of safety and security at field level.
  • Ensure practical and effective security guidelines are in place in line with SCI policy, and that these are regularly reviewed according to current circumstances.
  • Report all security incidents in writing to the Security Manager in a timely manner.
  • Monitor security information and networks at the field level and ensure that security information is disseminated appropriately and effectively to all field staff.
  • Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner.
  • Ensure that logistical aspects of emergency preparedness and contingency planning are developed and adhered to.
Logistic administrative and personnel management duties:
  • Maintain all logistic files in an organised, accurate and up to date manner.
  • Lines manage and supervise the Drivers, and any other logistics support staff.
  • Build and develop the capacity of the logistics team through the use of effective training, performance management tools and staff development plans.
  • Assist in the recruitment and interviewing of new logistics staff.
  • Ensure that all new staff in Field Office receives a comprehensive briefing on logistics procedures within one week of arrival.
  • Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
  • Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit.
  • Attend logistics /security coordination meetings at the field level as requested by the Programme Manager.
  • Produce monthly logistics reports to be shared with Area Manager and Logistics Manager by the 4th of the following month.  This includes, Logistics Narrative, Fleet Performance, Asset Register, Stock report, Procurement tracker etc.
Skills and Behaviors (our Values in Practice)

  • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children 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
  • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically
  • Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
  • Values diversity, sees it as a source of competitive strength
  • Approachable, good listener, easy to talk to
  • Develops and encourages new and innovative solutions
  • Willing to take disciplined risks
  • Honest, encourages openness and transparency
Qualifications and Experience
  • Recommended a minimum of 3years of management experience in an NGO or similar environment, including significant field operations experience running both emergency and development programs
  • Diploma in Logistics Management or Business related courses. 
  • Substantial experience in logistics, including procurement, supply chain, fleet management & inventory
  • Substantial experience and knowledge of effective financial and budgetary control.
  • Experience of working with local, international and government partners
  • Fluency in written and spoken English. Similar skills in Kiswahili and other local languages an advantage
  • Willingness to travel to Save the Children’s field offices and operational areas on a regular basis
  • Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies
  • Commitment  to  and  understanding  of  Save  the  Children’s  aims,  values  and principles  including rights-based approaches
The application process is now open and will close on 17th June 2013 at 5.00 p.m. 
To apply for this position, please send a short cover letter and CV to  indicating the position title on the subject line.