Job Title: Administration Officer - Stores Logistician (Ref.2011/03)
Location: Nairobi
Purpose: To provide effective and efficient stores control and logistical support by verifying and receiving incoming goods and supplies against documentation, safe keeping in appropriate storage, issuing and/or dispatching as duly authorized and maintaining records thereof.
Specific Duties & Responsibilities
- Liaise with the Procurement Officer on contracts for supplies and ensure the same are executed in a timely manner.
- Organize for delivery schedules into the stores/warehouses with the suppliers
- Liaise with Procurement, requesters, and appropriate verifiers to receive and verify all incoming goods and supplies against procurement documents.
- Ensure that all goods issued/dispatched are fully documented and are acknowledged by the appropriate persons
- Maintain accurate and up-to-date stores records
- Issue out stock items and ensure proper documentation including acknowledgements of receipt on BIN cards, Waybills, etc.
- Capture and document stores returns
- Liaise with the Procurement Officer and contracted transporters to ensure smooth and timely dispatch of goods.
- Carry out regular stock takes, as from time to time defined, for goods and supplies in the stores
- Conduct daily or frequent inspections of all stores to monitor for unauthorized access, or other actual or potential perils
- Prepare stock reports and submit to the Administration Manager and the project accountants each calendar month or on demand whichever is earlier.
- Identify dead, obsolete or excess stocks and propose disposition to the Administration Manager.
- Ensure a continuous availability of adequate operating supplies
- Establish, document , obtain Mgt approval, and maintain appropriate Re-Order levels for all consumable items and supplies, taking into account usage rates and Procurement Lead Times,
- Prepare requisitions for stocks replenishments taking into account the approved re-order levels, consumption rate and expected delivery lead time.
- Carry out regular spot checks of assets kept in stores and maintain adequate systems to ensure proper management and accountability
- Complete full physical check of asset in stores every 3 months or upon demand, print, sign and forward to the Administration Manager
- Ensure that receipt of all assets issued/dispatched are duly acknowledged by the responsible person, and an Assets Tracking Form generated and filed as appropriate
- Liaise with IT to ensure that no IT assets are moved without the GS Officer being informed
- Compile lists of assets for disposition (transfer, sale, donation, write off when necessary)
- In liaison with the Administration Officer General Services to verify that all incoming and issued/dispatched/disposed assets are physically labeled and recorded in the asset register.
- Standing-in for the Administration Officer General Services as required
Required Qualifications/Skills, Abilities and Behavioral Competencies
- Diploma with a professional qualification in administration, and or logistics
- Proficiency in Microsoft Office applications, and in particular Word, Excel, ACCESS and Outlook.
- 3 years professional experience in a similar or related capacity, preferably with an international development
- Strong organizational skills and ability to lead, organize and plan effectively
- Proven ability in relating with people of different nationalities/cultures
- Demonstrate meticulous record keeping and attention to detail.
- Good bargaining/negotiating skills
- Excellent written and verbal communication skills
- Integrity & Professionalism
- Team work
- Diplomacy
- Ability to make sound decisions
Written applications indicating the reference number of position applied for and CV including day-time contact phone numbers, as well as names and contact information of three references should reach the below-mentioned by February 11, 2011.
Human Resources Manager
Catholic Relief Services – Kenya Program
P.O. Box 49675, GPO 00100 Nairobi
E-mail: hr@ke.earo.crs.org
Only Short listed candidates will be contacted
