Head Of Logistics

Tasks & Responsibilities

Strategic Responsibilities

• Translate MSF EA's Strategic Plan and annual priorities into an integrated logistics and procurement strategy, workplan, budget, service standards, performance indicators and improvement roadmap.
• Provide the Deputy General Director (DGD) and Management Team with timely analysis, options and recommendations on procurement, facilities, workplace services, assets, logistics, risks and resource priorities.
• Maintain a clear operating model across Procurement and Facilities, ensuring responsibilities, decision rights, escalation pathways and service expectations are understood and applied.
• Anticipate changing organizational and humanitarian support needs and guide proportionate, practical solutions that strengthen readiness, resilience and service continuity.
• Act as a strategic business partner in translating the logistics unit's needs to workforce solutions.
• Champion digital transformation across procurement and facilities promoting automation and workflow optimization, and efficiency in governance and controls.

Technical and Operational Responsibilities

Procurement governance and performance oversight

• Drive strategic direction and management of major procurements and compliances to improve planning, execution and expenditures monitoring supplier relationships & value creation.
• Provide oversight for procurement planning, sourcing, tendering, contracting, supplier management, purchasing and procurement analytics, with operational delivery led by the Procurement Team Leader.
• Ensure transparent, fair and competitive procurement in line with MSF policies, delegated authority, segregation of duties, the four-eye principle, applicable law and ethical standards.
• Oversee procurement plans, high-value or high-risk sourcing processes, framework agreements, contract portfolios and supplier-risk controls; escalate material exceptions and decisions to the Deputy General Director or appropriate authority.
• Promote value for money through demand planning, market intelligence, category strategies, supplier performance management, spend analysis and responsible sourcing, without reducing decisions to cost alone.
• Roll-out procurement planning and ensure procurement systems, records, dashboards and reporting on real-time visibility, commitments, compliance & quality, supplier dependency, cost effectiveness.

Facilities, workplace and support services oversight

• Set direction and provide oversight for safe, functional, inclusive and welcoming workplaces.
• Provide strategic oversight of the organization's fleet and facilities maintenance programmes, ensuring vehicles, buildings, technical installations and critical equipment are maintained through preventive and corrective maintenance plans that maximize reliability, safety, operational availability and cost efficiency.
• Ensure comprehensive preventive maintenance schedules are developed, implemented and monitored for buildings, office and guest-houses infrastructures, fleet, electrical installations, plumbing, fire protection systems and other critical assets.
• Monitor fleet performance, vehicle utilization, maintenance costs, fuel efficiency and replacement planning to ensure safe, reliable and cost-effective transport services.
• Promote quality workforce experience through facility contribution to staff well-being and productivity.
• Oversee space planning, leases, fit-outs, maintenance, utilities, physical access arrangements, workplace equipment and facilities service contracts to support staff wellbeing and organizational effectiveness.
• Enhance workspace optimization through efficient utilization of office space and facility resources
• Ensure preventive maintenance, statutory inspections, accessibility, occupational safety, emergency preparedness and business-continuity measures are planned, resourced and monitored.
• Guide decisions on workplace utilization and service improvements using staff feedback, operational evidence, cost, safety, sustainability and duty-of-care considerations.

Asset, inventory and lifecycle stewardship

• Ensure an organization-wide framework for planning, acquisition, receipt, tagging, assignment, movement, maintenance, verification, loss reporting and disposal of assets and inventory.
• Clarify ownership and controls across Procurement, Facilities, ICT, Finance, P&C and user departments, including secure data handling and environmentally responsible disposal of ICT and other sensitive assets.
• Ensure proper assets management, inventory optimization and replacements, through planning, lifecycle forecasting, appropriate stocking strategies, reduction of obsolete inventories, and capital investment recommendations.
• Ensure effective fleet lifecycle management including acquisition planning, registration, insurance, preventive maintenance, licensing, utilization monitoring, replacement planning and environmentally responsible disposal of vehicles.
• Ensure that maintenance records, asset histories, service schedules, warranties and technical documentation are accurately maintained and regularly reviewed to support lifecycle management and audit readiness.
• Monitor asset utilization, condition, insurance, stock exposure and disposal decisions so that resources remain traceable, useful and appropriately safeguarded throughout their lifecycle.

Risk, compliance, safety and sustainability

• Maintain logistics and procurement risk registers and ensure proportionate controls for fraud, conflicts of interest, supplier dependency, contract failure, service interruption, safety incidents, information exposure and environmental impacts.
• Work with Legal, Finance, Data Protection, ICT, ASA/Security, Safeguarding and other relevant functions to integrate contractual, financial, cybersecurity, privacy, security, duty-of-care and safeguarding requirements into decisions and services.
• Ensure facilities and fleet operations comply with applicable statutory inspection requirements, occupational health and safety standards, vehicle licensing regulations, environmental obligations and manufacturer maintenance recommendations.
• Provide oversight of outsourced maintenance contractors and fleet service providers to ensure contract compliance, service quality, timely interventions and continuous performance improvement.
• Ensure concerns, incidents, audit findings and policy exceptions are reported promptly, investigated through the appropriate channels and followed by documented corrective action.
• Advance practical environmental commitments, including energy and water efficiency, renewable energy options, waste reduction, responsible purchasing, sustainable mobility and carbon-conscious supplier practices.
• Ensure third party risk management practices are applied across suppliers, contractors and services providers throughout the contract lifecycle.
• Promote environmental, social and governance (ESG) considerations, innovation and climate smart considerations in procurement, facility and supplier management with MSF operational priorities.

People leadership and functional capability

• Lead planning, coaching, delegation and mentorship support to the Procurement and Facility Units through clear objectives, regular dialogue, constructive feedback, performance management, succession plan and opportunities for professional growth.
• Create a respectful, inclusive and psychologically safe working environment in which managers and teams can raise concerns, learn from mistakes, collaborate and exercise appropriate professional judgement.
• Ensure the function has suitable capacity, role clarity, succession arrangements and technical capability; support recruitment, induction, learning and workload prioritization as needed.
• Encourage cross-functional teamwork and shared problem-solving while avoiding unnecessary operational interference or duplication of the managers' delegated responsibilities.

Financial management, assurance and improvement

• Provide strategic financial needs analysis and scenario modeling to support efficient and cost-effective strategic investment and resource prioritization.
• Oversee maintenance and fleet operating budgets, ensuring lifecycle costs, preventive maintenance investments and replacement plans are financially sustainable and aligned with organizational priorities.
• Develop long-term capital replacement plans for facilities infrastructure, fleet and major operational equipment to minimize operational disruptions and optimize total cost of ownership.
• Develop and control the unit budget, monitor expenditure and commitments, and ensure that forecasts, recharges and financial information are accurate, timely and aligned with approved plans.
• Establish meaningful service and performance indicators and lead regular reviews of cost, quality, timeliness, compliance, user experience, sustainability and risk.
• Coordinate responses to audits and reviews, ensure recommendations are addressed, and foster continuous improvement through documented learning, process simplification and appropriate digital tools.
• Ensure technology supports professional judgement, transparency and efficiency, with appropriate human review, access controls, data quality checks and accountability for decisions.

Stakeholder, vendor and movement collaboration, and Reporting

• Build trusted relationships with departments, hosted entities and MSF counterparts, ensuring needs are understood, priorities are agreed and service challenges are addressed transparently.
• Develop strategic partnerships with maintenance contractors, fleet service providers, equipment manufacturers and technical specialists to ensure high-quality service delivery, innovation and business continuity.
• Represent MSF EA in relevant internal and external forums and contribute to joint sourcing, shared services, contract mutualization and movement-wide learning where these add value and preserve MSF EA accountability.
• Promote professional, fair and respectful relationships with vendors and service providers, including clear expectations, regular performance dialogue and responsible resolution of disputes.
• Provide regular executive reporting to the DGD and management Team where applicable on strategic initiatives, risks and improvement opportunities.
• Represent MSF EA in strategic supplier engagements at appropriate external logistics or procurement forum

Other Responsibilities

• Ensure accurate integration of EDI & Safeguarding aspects into all policies and practices within the Procurement and Facilities units.
• Recognize, respond, and document any form of abuse or inappropriate behavior and alert the safeguarding unit of any suspected potential abuse.
• Compliance Assurance - Ensure that all data processing activities within the Procurement and Facilities comply with relevant data protection laws and regulations, including the Data Protection Act, 2019 and support the team to receive necessary training in this area.
• Policy Adherence - Enforce data protection policies, procedures, and guidelines within the Procurement and Facilities units, ensuring that all team members are aware of and adhere to these protocols.
• Proactively participate in the individual performance management process including objective setting, performance monitoring and performance evaluation.
• Recognize and reinforce strong performance in supervisees; identify and encourage improvement where needed; and ensure quality and timely performance management process is carried out for supervisees.

Qualifications

Education

• Bachelor's degree in logistics, supply chain management, procurement, business administration, facilities management, engineering or another relevant field.
• A relevant postgraduate qualification is an added advantage.
• Recognized professional certification or membership in procurement, supply chain, logistics, facilities or contract management is strongly desirable.
• Professional fluency in English; knowledge of French or another language used within the MSF movement is an asset.

Experience

• At least eight (8) years of progressively responsible experience in logistics, procurement, supply chain, facilities or corporate support services, including at least three years leading managers or multidisciplinary teams.
• Sound knowledge of procurement and supply-chain principles, facilities and workplace management, contract and supplier management, asset lifecycle controls, budgeting, risk management and business continuity.
• Knowledge of applicable Kenyan procurement, contracting, occupational safety, environmental, employment and data-protection requirements relevant to the function; familiarity with international humanitarian standards is an advantage.
• Strong digital literacy, including procurement/ERP systems, contract and asset registers, data analysis and performance dashboards; able to apply technology responsibly while retaining human oversight and accountability.
• Demonstrated experience overseeing procurement and facilities portfolios, budgets, contracts, suppliers, assets, workplace projects and organizational risk in a complex, multi-stakeholder environment.
• Experience strengthening systems, governance, service quality and team capability while maintaining operational responsiveness.
• Experience in an international, humanitarian, health, non-profit or matrix organization is strongly desirable; prior MSF experience is an advantage but not essential.