The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions. The overriding objective for the Operations Department is the prompt and effective provision of support services to Mercy corps beneficiary populations in compliance with both Mercy corps and Donor policies, procedures, regulations and specifications.
The Logistics Officer will facilitate daily management and supervision of Mercy corps fleet at Nairobi level and support the Operations Manager in the managing the fleet of vehicles/motorbikes/energy equipment, asset management and warehouse/stores management at country level. In collaboration with the Admin Coordinator, the Logistics Officer will be responsible for day-to-day movement planning for all Mercy corps staff and goods.
KEY RESPONSIBILITIES:
Fleet Management
- Overall responsible for general management of Mercy corps fleet (vehicles, motorbikes and generators) in close collaboration with field operations officers.
- Ensure proper maintenance of administrative files for each vehicle/motorbike/generator
- Responsible for monthly review and compilation of all Mercy corps vehicle/motorbike/generator log-sheets.
- Establish appropriate tools for close monitoring and planning efficient use of Mercy corps fleet in close consultation with the Admin Coordinator.
- Facilitate cargo movements between capital and field offices and receptions confirmation through necessary transport documentation.
- Focal point for facilitating vehicle rentals whenever required and ensuring proper monitoring of lease agreements and payments.
- Provide technical input for fleet related procurement including supply of fleet consumables (fuel and spare parts) and establishment of Master Agreements for Taxi services
- Closely monitor and track Mercy corps fleet fuel consumption through appropriate tools including daily/monthly fleet log-sheets.
- Closely monitor and track Mercy corps fleet maintenance and repairs and facilitate proper management of spare parts/consumables where applicable.
- Manage Mercy corps fleet maintenance/repair contracts; closely monitor service level agreements and oversee processing of due payments.
- Responsible for ensuring fleet safety measures are fully implemented and adhered to in accordance with MC fleet management policy/SOPs
- Ensure that fleet security/safety incident reports and documentation are properly completed and filed.
- Compile and submit monthly fleet expense reports to the Operations Manager
- Supervision of driver teams (recruitment, training, guidance, performance review)
Safeguarding
- Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work
- Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members
- Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options
Asset Management
- Responsible for day-to-day management of Mercy corps assets and ensuring asset management policy is adhered to in all Mercy corps offices.
- Responsible for coordinating with the procurement and finance teams in identifying all the administrative documentation of assets bought (PR, PO, Dnote, GRN etc.).
- Responsible for recording all new assets in Kenya in the asset register and ensure the appropriate coding and tags assigned to each equipment or general inventory item.
- Facilitate close follow-up of Mercy corps assets through appropriate tools including regular updates of equipment asset register and general inventory items; custodian of Mercy corps master asset register.
- Responsible for maintaining the stock of assets that are unused and facilitating appropriate disposal process for Mercy corps equipment assets and general inventory items
- Ensure Mercy corps facilities (offices and staff residences) equipment and general inventory items are maintained and up to safety and security standards of MC.
Facilities Management
- In close collaboration with the Admin Coordinator, supervise rehabilitation and maintenance of all Mercy corps facilities at Nairobi level (offices, warehouse, residentials)
- In liaison with line manager, carry out regular security assessments of Mercy corps facilities in Nairobi and ensure the premises are compliant to security SoPs
- Mercy corps focal point for access, usage and general contract management of outsources storage facilities in Nairobi
- Follow-up on repairs and maintenance tasks on the buildings and any related procurement
- Support and coordinate opening, closure and moving processes of offices and residentials
- Update the general inventory for all Mercy corps premises in Nairobi on a quarterly basis
- In close collaboration with the Admin Coordinator, monitor and ensure premises utilities (water, electricity, garbage collection) are functioning and paid up in time.
- Support line manager in facility related contract management.
Personal learning and development
- Develop and implement a learning and development plan for yourself to ensure continuous improvement and growth in line with your performance goals and Mercy Corps commitment to organizational learning that allow as you to dedicate 5% of your working time to learning.
Adherence to Policies and Procedures
- Personal conduct should always be professional and respecting local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.
- Accountability To Participants – Mercy Corps team members are expected to support all efforts towards accountability, specifically to program participants and to international standards guiding international development work, while actively engaging ecosystem as equal partners in the design, monitoring and evaluation of our field projects.
- Diversity and Inclusion – you have a responsibility to create a positive culture and to safeguard equity, inclusion, dignity, and respect for all. Each employee is expected to be a role model for others and ensure alignment with MC diversity and Inclusion values
Knowledge & Experience
- A Diploma/higher diploma in Fleet/Logistics Management, a relevant bachelor’s degree is an added advantage
- At least three years’ experience in vehicle fleet management preferred.
- Computer literate; strong MS-Excel and MS Word skills.
- Good spoken and written English.
- Valid drivers’ license and extensive driving experience.
- Thorough technical knowledge of Toyota Land Cruiser and Toyota Hilux vehicles.
- Conscientious with an excellent sense of judgment.
- Strong organizational skills.
- Ability to work simultaneously on multiple tasks.
- Willingness and ability to work effectively with diverse team.
- Ability to work as part of a team and coordinate with project personnel.
- Knowledge of Sphere standards and other training in humanitarian response is an added advantage.
Success Factors/ Essential Skills:
- Initiative-taker, multi-tasker, and able to work effectively and respectfully with local government, private sector, civil society and donors.
- Demonstrated experience in setting up and managing systems and procedures as well as experience in building team commitment toward the achievements of program objectives.
- Team-player with positive attitude to problem solving and conflict resolution. Focused on team building and capacity-building of program staff and will be able to apply creative solutions to program quality.
- Ability to juggle multiple priorities under tight deadlines, and to deal calmly and diplomatically with unexpected events impacting program operations.
Posted: July 11, 2024
Nairobi, KE-48 1186800100, KEN