Reports to:Logistics Coordinator
Direct Reports:Nairobi Drivers
Contract Details:One(1) Year ,Subject to Availability of Funds and Performance
Starting Salary of the Pay Grade – Kes 99,197
Medical Insurance; Group Personal Accident cover.
Job Summary:The incumbent will be responsible for Transport and Stores management in Nairobi, in compliance with Concern’s and Donor policies & procedures. Read and understand Transport and Warehouse manual
Main Duties &Responsibilities:
Transport
· Scheduling and planning the use, movement, maintenance and repair of vehicles and thereby facilitating the most cost effective delivery of transport services to programmes.
· Fuel, oil and lubricant management: Ensuring the correct and controlled issuing of fuel, oil and lubricants according to existing Concern logistics procedures. Issuing or reviewing all fuel vouchers etc.
· Vehicle servicing management: Tracking, ensuring timely & proper servicing/maintenance, maintaining relevant documentation and reporting, Keep records of all “next service km” for all Concern vehicles.
· Ensure driver(s) accompany all vehicles for servicing. The driver must stay at garage while service is being completed to verify and signs off on all work done.
Use of Concern job cards.
All rules are being adhered to (National and Concern speed limits, seatbelts (all passengers).
· Vehicles correctly fitted with seat belts, first aid kits, fire extinguishers, spare tyres, jacks, tools etc
Manage Concern Drivers in Nairobi. This includes; ensuring daily checks are done by all drivers, Log sheets (or App) are correctly completed including km’s charged to correct programme, Drivers are cleaning vehicles regularly
· Liaising with the procurement officer on the procurement of spare parts, fuel and other transport or fleet requirements and advising staff on Concern’s Transport & Fleet policy & procedures
· Maintaining all transport & fleet records for Nairobi Vehicles in accordance with Concern and donor requirements. Consolidate and review transport reports from the field offices before forwarding to the logistics coordinator for approval
· Following up with suppliers for timely submission of transport related invoices ( Taxi & Fuel) & log sheets for timely payment processing
· Preparation of Nairobi and compilation of monthly transport and fleet reports from the field for review by Line Manager
· Supervision of works of pre-qualified workshop/ Garage
· Conducting checks on rented vehicles before engagement
· Ensure all paperwork filing is accurate, up to date, and in correct order so as to easily facilitate checks and audits (Separate folders for each vehicle).
Stores
· Managing stores and all store documentation in Nairobi · Receiving and documenting all deliveries ( long term and in transit
. Organising dispatch, loading and offloading of deliveries
Reporting by the 5th every month
Submit for approval all vehicle transport reports (Concern)
Review all field transport report, and highlight anomalies before presenting for Line Managers review.
Compile fuel vouchers and reconcile Fuel and Utilization report at the end of every month and submit documents for payment
Compile taxi reports for per program and prepare PRF for payment
Store report
Summary of distributions report
Any other tasks from time to time
Responding to Emergencies
Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
Comply with Concern’s health, safety and security guidelines during emergencies
Code of conduct and associated policies
To adhere to the standards of conduct outlined in the Concern Code of Conduct and associated policies.
To support and promote the standards outlined in the code of conduct and associated policies to their team, partner organizations and beneficiaries, and be committed to providing a safe working environment.
Job Specification:
Essential:
Desirable:
A degree in Logistics, Operations Management, Business Administration, Management or relevant field
At least two (2) years’ experience working with an NGO or UN Agency in a similar role
Experience with Health and safety in Transport
Working knowledge of 4 x 4 vehicles, vehicle spare parts, transport logistic systems, including procurement and stores management
Excellent report writing, communication, interpersonal, organisation and negotiation skills
Competency in the use of computer applications i.e. Microsoft Word & Excel
Kenyan driving license. Motor bike riding license is an added advantage
Willing to travel, flexible, adaptable and with an ability to work under pressure
Fluent in both spoken and written English and Kiswahili.
A team player, flexible and with an ability to work calmly and effectively under pressure and to make quick rational decisions
CIPS certification
Apprenticeship in motor trade
Ability to manage time and work effectively without constant supervision
Concern has an Organisational Code of Conduct (CCoC) with three Associated Policies the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisations, and the standards of behavior expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.
Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland.
