Logistics And Procurement Manager - Kenyan Nationals Only

Overall Job Purpose The Procurement and Logistics Manager is responsible for leading and coordinating procurement and logistics operations across the programme portfolio, ensuring that goods, services and logistical support are delivered in a timely, compliant and cost-effective manner. The postholder provides operational oversight of procurement planning, supplier management, logistics systems, fleet, warehousing, assets and facilities, while ensuring compliance with Johanniter and donor policies and procedures. The position works closely with programme, finance and other support teams and provides guidance and support to logistics staff and relevant colleagues. Strategy and Vision Actively supports the values of Johanniter and shapes his/her work according to these values Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility Supports the implementation of the country strategy in his/her area of responsibility in line with the global JIA strategy Leadership Actively leads by example, upholding the Johanniter leadership principles and creating a culture where the leadership mindset can emerge and thrive, actively empowering and guiding team members towards an inclusive, accountable work environment Supports the development of an organisational culture and leadership that addresses power relations and privilege, promotes diversity and inclusion, encourages continuous self-reflection, embraces change and works towards shared goals This is reflected in day-to-day activities in line with the Code of Conduct and related policies to achieve our goals Procurement Management Coordinates procurement activities with programme and finance teams and provides procurement input to programme planning and budget development Leads the development and implementation of procurement plans in coordination with partners and the programmes team, ensuring alignment with programme timelines and donor compliance requirements Maintains accurate procurement trackers and ensures procurement documentation is complete, properly authorised and audit-ready Ensures full adherence to organisational and donor procurement policies and regulations and oversees the end-to-end procurement process Manages and monitors procurement activities, including bidding, tendering, supplier selection, contracting and supplier performance, ensuring value for money both for Johanniter and with partners Develops and maintains supplier databases, conducts market surveys and monitors supplier performance Operations and Logistics Management Implements logistics functions in accordance with Johanniter and donor guidelines while ensuring adherence by programme, support and partner staff Engages with programme staff to provide timely delivery of logistics support and contributes logistics input to project design and planning Ensures the proper management, scheduling, use and maintenance of Johanniter generators and other office equipment, including fuel consumption and monitoring Ensures appropriate management of assets, equipment, communication, IT and power systems and that resources are operated in the most cost-efficient manner Supports the proper management of offices and ensures repairs and maintenance are completed in a timely manner Supports the effective management of communications and other operational equipment and ensures they are available and functional when required Manages team transport during field trips which includes booking of vehicles and flights for staff Asset and Inventory Management Oversees logistics store rooms ensuring proper record keeping, storage and issuing of items, appropriate storage conditions and security Ensures regular physical inventory checks are conducted and discrepancies, impairments or stock deterioration are identified and addressed Ensures effective internal controls for asset and inventory management and that assets are properly allocated, labelled, tracked and maintained Ensures that the goods, services and works procured are of the right quality, right quantity, right price, delivered to the right place at the right time (5 Rs) and that the appropriate documentation of goods received, stored and dispatched, including relevant waybills and inventory records Ensures damaged, obsolete or unusable items are appropriately documented and disposed of in accordance with procedures Maintains accurate and up-to-date asset, inventory and warehouse records and ensures they are available for audit purposes Procedures, Documentation and Reporting Maintains accurate filing systems with documented and supported records of procurement and logistics transactions for audit purposes, both manually and electronically Ensures procurement and logistics procedures, systems and documentation are implemented consistently across the programme Compiles monthly logistics reports in accordance with Johanniter policies and procedures Follows up on audit findings, compliance gaps and agreed corrective actions relating to procurement and logistics Identifies opportunities to improve transparency, efficiency and internal controls within procurement and logistics processes Quality Management Promotes the use of Johanniter’s quality management tool Consense and ensures that relevant staff are able to access and use it Implements systems to improve transparency and ensures adequate anti-fraud, conflict of interest and ethical procurement procedures are in place Carries out regular inspections and spot-checks to ensure the best use of Johanniter assets and resources Ensures that procurement and logistics activities effectively support projects in line with donor budgets, guidelines and organisational requirements Undertakes field visits to project sites on a regular basis to follow up on the quality of logistics and procurement procedures of partners and / or JUH staff Proactively engages with line managers in areas where there are needs for improvement, ensure good coordination and adequate information sharing and address common concerns/ problems with a goal to seek solutions People Management Manages staff with integrity and in accordance with HR policies and procedures, ensuring high standards of accountability, professionalism and performance Conducts performance management processes, including objective setting, regular reviews and annual appraisals Develops and implements measurable staff development plans, including on-the-job learning, mentoring and targeted capacity strengthening Promotes knowledge sharing within the team and ensures systematic exchange of technical expertise Provides guidance on career development and succession planning to strengthen long-term staff capacity within the function Capacity Building Provides guidance and technical support to programme, support and partner staff on procurement and logistics procedures where required Leads capacity development activities in procurement and logistics procedures and compliance for field-level staff and relevant colleagues Identifies capacity gaps and supports the development of appropriate learning and training activities Promotes learning and good practice within the procurement and logistics function and supports consistent application of organisational procedures Safety and Security Oversees the implementation of logistics-related safety and security measures in accordance with Johanniter policies and relevant security guidance Ensures that vehicles, facilities, equipment and other logistics resources are maintained and used in accordance with applicable safety requirements Supports the implementation and updating of logistics aspects of the security plan and ensures resources and facilities are ready for hibernation or evacuation Ensures safety and security incidents affecting logistics operations are reported, followed up and addressed through appropriate corrective and preventive actions Safeguarding Applies and upholds the organisation’s safeguarding policies and Code of Conduct in daily work, including taking responsibility for immediately reporting concerns related to Sexual Exploitation, Abuse and Harassment (PSEAH) Applies safeguarding principles in procurement and supplier management processes, ensuring fair and safe practices that prevent exploitation and abuse Communication and Representation Represents Johanniter International Assistance in a positive and professional manner, contributing to the continuation of a positive image and overall credibility of the organisation Builds and maintains professional relationships with suppliers, service providers and relevant external stakeholders Represents Johanniter in relevant coordination meetings and networks, including logistics coordination forums and the Logistics Cluster where appropriate Proactively engages with programme, finance and senior management on areas requiring improvement, ensuring good coordination, information sharing and effective solutions Person Specification:Professional Qualification and Experience: Relevant qualification preferably in Logistics/Supply chain management or a related field or Business Management from a recognised University 6 to 9 years of relevant professional experience in logistics, supply chain management, or operations, including at least 4 years in a supervisory or managerial role, preferably within an international NGO or humanitarian organization in Kenya Strong leadership and supportive attitude towards team members Demonstrates experience to multitask, priorities/delegate and management of field teams Demonstrates experience in operations and logistics management Skills Strong management and organisational skills Strong analytical, written and oral communication skills Cultural sensitivity and team competence Common sense and being proactive Ability to work both independently and as a member of a team Strong working knowledge of English (spoken and written) and a other language is a plus The gross monthly salary for this position ranges from from KES 340,000/- to KES 360,000/-. The actual salary offered will be determined based on the successful candidate’s relevant years of professional experience and corresponding placement within the organization’s salary scale.