Procurement and Logistics Assistant

 Finn Church Aid (FCA) is the largest Finnish international aid organization. We operate in 13 countries, where the needs are most dire. We work with the poorest people, regardless of their religious beliefs, ethnic background, or political convictions. FCA work is based on promotion of human dignity and fundamental human rights and freedom, and FCA’s operations are guided by equality, non-discrimination, and responsibility.

FCA Kenya is looking for competent person to fill the following position starting in September 2022

POSITION : Procurement and Logistics Assistant

REPORTS TO : PROCUREMENT AND LOGISTICS OFFICER

DUTY STATION : NAIROBI

Primary Purpose

Support the Procurement and Logistics function of FCA Kenya Office

KEY ROLES

PROCUREMENT

Receives and reviews delivery documents submitted by the Administration Assistant following receipt of deliveries and forwards to the procurement desk.

Maintain efficient filing system - Support filing of procurement files and all related documentation into the procurement database in the department.

Provide support in managing Inventory & Stock Management.

Assist in the verification of procurement materials and deliveries according to project needs.

Maintain schedule of purchases that need distribution lists

Follow up on distribution lists for items procured with the field offices and filling them.

Assist in compiling of vendors documentation for payments (Invoices, delivery notes, GRNs etc.).

Provide support in completing paperwork and documentation.

Provide a monthly checklist on open commitments and follow up with relevant colleagues for the timely closure of all the PRs and POs

Any other duty assigned by the Procurement Officer.

LOGISTICS

Responsible for monitoring material transported and delivered for timeliness and legality

Assist in loading/unloading, sorting, and stocking, and packaging merchandise and orders.

Perform checks on project vehicles and mileage tracking.

Responsible for the review, verification, and reconciliation of shipping documents such as waybills

Carry out clerical work, including typing, proofreading, and editing documents, correspondence, and reports for the logistics department or assigned

Responsible for preparing dispatch documents such as Good received note, Packing Lists, and Material Receivers, etc., for ongoing shipments and projects

Carry out stock counting and reconciliation and generate monthly reports.

Responsible for organizing the storage and distribution of goods. You will ensure that the right products are delivered to the right location on time. You may also be involved in transportation, stock control, warehousing and monitoring the flow of goods.

Assist in the planning of warehouses and distribution centers for efficiency in both operations and capacity.

Assist in organizing transportation activities, including storage of goods, managing information accrued from point of origin to delivery, orchestrating transportation movements, and arranging for services as necessary.

Any other duty assigned by the Procurement Officer.

Qualifications and Experience

Education and Experience

Bachelor’s degree, in Purchasing and Supply management, Logistics or Business Administration or related field from an accredited academic institution with two years of relevant professional experience or,

Diploma from an accredited academic institution with three years of professional experience.

Knowledge in using office equipment

Excellent knowledge in Microsoft Windows.

Skills

Excellent communication and negotiation skills.

Demonstrated ability to maintain integrity in performing responsibilities assigned.

Ability to pay close attention to details, take initiative and work with minimal supervision.

In-depth knowledge of procurement best practices.

Excellent communication and negotiation skills.

Ability to present clear and concise information.

Ability to handle confidential matters.

Clear analytical skills.

Languages: Fluency in English and Kiswahili both written and spoken is required.

How to Apply

Interested applications should send a cover letter and a CV to: recruitment.esaro@kua.fi

Deadline for receiving applications is 14th September 2022. Only shortlisted candidates will be contacted. Please do not attach academic documents when you apply online

N.B: Finn Church Aid is committed to keeping children safe at all times & all levels of its program operations, so our selection process reflects our commitment to the protection of children from all forms of abuses. Employment is subject to our Child protection standards, adherence to Child Safeguarding Policy including background checks”