JOB PURPOSE
The main purpose of the position is to provide supply chain expertise in the field, by providing hands-on support on-ground in the counties on a day to day basis. This position will be responsible for all county level duties relating to HSCM (Humanitarian Supply Chain Management) Capacity Strengthening, Post-harvest loss initiatives, Food Safety & Quality and Logistics Execution and Support System/ Landside Transport, Shipping & Handling (LESS/LTSH) support functions to WFP in-kind operations.
STANDARD MINIMUM QUALIFICATIONS
Education:
Completion of secondary school education.
A post-secondary secondary Diploma or Certificate in Transport and Logistics, Supplies management, Business Administration, Economics, Procurement or other related field is desirable.
Proven knowledge and experience in using computer software is desired.
Experience in using enterprise resource portals (ERP/SAP) is desired.
Languages:Fluency in spoken and written English is required.
OTHER SPECIFIC JOB REQUIREMENTS
Work Experience:
At least 5 years of working experience in humanitarian fields, busy logistics or warehousing operation, transport, port operations, is desirable.
Experience in working in Kenya’s ASAL areas, communities and county governments on food security related projects is desired.
Key skills:
Microsoft Excel and Microsoft Word
Knowledge of SAP/WINGS platform is desirable.
Effective communication and presentation
Responsibilities
1. National Supply Chain Capacity Strengthening Initiative
Provide on-job training to target county officials on humanitarian supply chain management activities in support hand-over of county level End Distribution Points (EDPs)to county led management as necessary
Support implementation of the retail engagement initiative and related market supply chain linkages and capacity strengthening.
Support preparation of HSCM Capacity Strengthening manuals, guidelines and training materials in collaboration with the section team lead.
Provide continues technical support to the users of the county commodity tracking system and act as a primary focal person to resolve emerging issues and provide user support at the field level
Support implementation of the Supply Chain Optimization through Logistics Evolution (SOLVE) Initiative as required
2. Post-harvest Loss Reduction Initiative
Follow up with target households and farmer organizations on agreed action items, routine data collection and provide hands-on/ field level support on the best supply chain practices to mitigate against commodity losses.
Facilitate training activities for target beneficiaries/farmer organizations on best commodity handling and storage practices to minimize postharvest losses
Participate in surveys, assessments and evaluation missions relevant to PHL as on need basis
Support Food Safety and Quality initiatives at the county level in close collaboration with nutrition, Market Linkages and Supply Chain teams in Nairobi.
Facilitate training, Food Safety Incident reporting and escalation, and engagement with public health department at the county level to enhance best practices in safe handling of food items and disposal of damaged food commodities under WFP programmes.
3. LESS & LTSH
Real time data capture of incoming stocks (receipts) and outgoing stock (dispatches) in LESS
Monitor incoming stock in LESS and coordinate with Cooperating Partner staff to plan for timely offloading and warehouse space utilization
Ensure Cooperating Partner staff prepare invoice summaries by 30th of each month and the same forwarded to the CO for data entry in WINGS as per IPSAS procedure.
Reconcile Cooperating Partner invoices to ensure data is correctly entered. Follow up with CPs to submit invoices by 10th of each month. Sign off invoices and present the same to head of field office for final approval.
Conduct performance monitoring of Cooperating Partners and other third party logistics service providers to ensure compliance with contract term and conditions. Prepare periodic reports for submission to the CO on performance on third party logistics service providers
Timely submission of weekly reports on commodity movement on Friday of each week. Prepare ad-hoc reports on stock position and pipeline status reports as requested
Strict monitoring of commodities in CP and WFP warehouses as applicable to ensure safety and quality is maintained to mitigate against any losses.
Prepare and submit for approval any requests for disposal of damaged commodities in accordance with WFP procedures as set out in the OT manual.
4. Admin Support & Fleet Management - Where applicable:
Manage field office fleet of vehicles which includes driver allocation, fuel allocation and monitoring, service monitoring and preparing schedule for vehicle servicing, receipt and analysis of vehicle logs and related reports, data entry in FMS and management of generators.
Support HoSO/HoFO in coordinating travel plans and liaison with security focal persons for missions and other travels as per programme requirements.
Perform other duties that may be assigned by the supervisor from time to time.
5. Warehousing
Responsible for the effective planning and management of warehouse operations, to ensure safe and efficient warehousing and storage of all commodities and supplies.
Contribute to review of WFP corporate warehouse standards and procedures, to support efficiency and changing business needs.
Coordinate the receipt/dispatch of commodities, to ensure accurate recording, accounting and reporting is available at all times to support decision-making.
Responsible for the accuracy of warehouse transaction records including identification of discrepancies, to ensure immediate and accurate reporting on commodity movements in line with the corporate requirements.
Responsible for inventory management (e.g. physical stock verification, reporting, etc.), to ensure any existing and developing issues with regards to proper stocks management are timely addressed and WFP standard procedures for commodity handling and storage are strictly followed.
Supervise preparation and/or prepare regular and ad hoc reports and statistics on warehouse operations, to support informed planning and decision-making.
Oversee safeguarding of commodities through providing guidance on and taking initiative towards implementation of preventive measures, to ensure that commodities are preserved in good condition and that quality control actions are initiated as appropriate following WFP established procedures.
Review on periodic basis warehouse space availability, plan and implement new design layouts to support business needs and ensure cost-efficiency.
Work in collaboration with internal and external stakeholders, in order to deliver aligned and coherent warehouse services.
Identify training needs and efficiently plan trainings, to ensure that all staff have required knowledge and skills to carry out their responsibilities.
Job Requirements
Required education
: Diploma, Associate's degree
Required relevant work experience
: 5 years
Required languages:
English (Spoken: fluent | Written: fluent)
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