Procurement
Take the lead in managing procurement for SIF office in Nairobi.
Comply, respect and abide by the SIF Procurement procedures & Donor Procurement guidelines under the supervision of the Logistics Coordinator.
Maintain proper archiving of procurement files ensuring their completeness in both hard copies and soft copies.
Prepare and ensure that purchasing requests (IOF’s) and other purchasing documents are filled properly according to SIF threshold
Collect quotations from suppliers
Draft contracts, framework agreement and share to the Logistics Coordinator.
Participate in the elaboration of a price list that is updated regularly.
Update the supplier list regularly
Prepare and Consolidate the Logistics monthly report (MLR) of Nairobi base (fleet, stock follow-up, inventory List, equipment list, contract follow-up, etc.)
Liaise with Admin Department on all procurement and payment activities.
Follow the validation process in Nairobi office
Objective 2: Stock Management
Manage periodical inventories of the Stock and equipment’s
Ensure the correct storage and management of stock with the right documentation
Verify that all items ordered are received and inform the carrier / supplier/ shipper/ consignor if there are any missing or damaged items.
Manage assets/furniture and other equipment
Update the Equipment List for each new assets according to SIF procedures
Keep the stock items tidy and well-ordered at all times.
Handle stock in and out, including unpacking, putting-away, picking, packing, labelling and dispatching assets/furniture/stock.
Prepare Goods Received Notes (GRNs).
Edit Donation/Destruction/Sale Certificates as guided by the Logistics Coordinator
Objective 3: Fleet Management
Manage Nairobi vehicles and drivers in coordination with the Logistics Coordinator.
Communicate with program and support team regarding vehicle movement schedules
Coordinate all flight / Hotel bookings and organize pick up and drop arrangements
Ensure that vehicles are very well maintained
Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
Ensure that all drivers maintain the daily log sheets signed at all times of movement
Objective 4: Reporting
Participate in the review and consolidation of the monthly logistics report
Participate in the procurement plan update in PMP report
Provides regular detailed reports on all logistics operations of the base to the Logistics Coordinator.
Report any challenges/issues that may occur within the department
Objective : Others
Attend to any other logistical or program duties as deemed necessary by Logistics Coordinator.
Make regular field visits to give support to bases
Objective 1: Procurement
Take the lead in managing procurement for SIF office in Nairobi.
Comply, respect and abide by the SIF Procurement procedures & Donor Procurement guidelines under the supervision of the Logistics Coordinator.
Maintain proper archiving of procurement files ensuring their completeness in both hard copies and soft copies.
Prepare and ensure that purchasing requests (IOF’s) and other purchasing documents are filled properly according to SIF threshold
Collect quotations from suppliers
Draft contracts, framework agreement and share to the Logistics Coordinator.
Participate in the elaboration of a price list that is updated regularly.
Update the supplier list regularly
Prepare and Consolidate the Logistics monthly report (MLR) of Nairobi base (fleet, stock follow-up, inventory List, equipment list, contract follow-up, etc.)
Liaise with Admin Department on all procurement and payment activities.
Follow the validation process in Nairobi office
Objective 2: Stock Management
Manage periodical inventories of the Stock and equipment’s
Ensure the correct storage and management of stock with the right documentation
Verify that all items ordered are received and inform the carrier / supplier/ shipper/ consignor if there are any missing or damaged items.
Manage assets/furniture and other equipment
Update the Equipment List for each new assets according to SIF procedures
Keep the stock items tidy and well-ordered at all times.
Handle stock in and out, including unpacking, putting-away, picking, packing, labelling and dispatching assets/furniture/stock.
Prepare Goods Received Notes (GRNs).
Edit Donation/Destruction/Sale Certificates as guided by the Logistics Coordinator
Objective 3: Fleet Management
Manage Nairobi vehicles and drivers in coordination with the Logistics Coordinator.
Communicate with program and support team regarding vehicle movement schedules
Coordinate all flight / Hotel bookings and organize pick up and drop arrangements
Ensure that vehicles are very well maintained
Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
Ensure that all drivers maintain the daily log sheets signed at all times of movement
Objective 4: Reporting
Participate in the review and consolidation of the monthly logistics report
Participate in the procurement plan update in PMP report
Provides regular detailed reports on all logistics operations of the base to the Logistics Coordinator.
Report any challenges/issues that may occur within the department
Objective : Others
Attend to any other logistical or program duties as deemed necessary by Logistics Coordinator.
Make regular field visits to give support to bases
