Direct Supervisor: Country Logistics Manager
Final Responsible: Country Logistics Manager
Relationships Internally: Logistics staff (Nairobi and field), finance & administration
Relationships Externally: Transporters, suppliers, clearance/forwarding agencies
Start Date: ASAP
Merlin is a British humanitarian Non-Governmental Organization providing health care to populations in crises.
- To manage the stores, transport and general logistics functions of the capital office, consistent with the country programme objectives.
- To liaise with procurement officer and anticipate supplies incoming to transit store, and manage storage space effectively
- To control all Nairobi stores according to Merlin policy, running monthly stock checks and providing monthly reports
- To ensure that supplies are forwarded to project sites in a timely and cost effective manner; and that sites are kept informed about pending deliveries and any delays to consignments
- To ensure that goods are received, unloaded, stored properly, and checked in against procurement documents
- To ensure that all consignments leaving the country have appropriate export documents
- To obtain competitive quotes relating to transport and to liaise professionally with transport suppliers
- To supervise drivers and manage Nairobi vehicles and movements, ensuring that vehicles are properly maintained
- To control fuel the procurement of fuel, prepare consumption data and submit monthly fleet reports on time
- To ensure all documents and requisition forms are authorised according to Merlin policy
- To maintain accurate control of vehicles: monitoring vehicle logbooks and provide monthly vehicle report to the Logistics Manager.
- Control use of fuel vouchers, provide administrative check and all supporting information before presenting them for final approval and subsequent payment.
- Supervise Nairobi drivers and ensure correct vehicle usage procedures as per ‘driver’s rules and regulations’ and Merlin policy.
- Plan and organize the day to day capital office transport requirements.
- Ensure that vehicle service intervals are closely monitored and that planned and unplanned maintenance is carried out as per manufacturer’s recommendations.
- Liaise with suppliers to receive newly procured goods into transit stores, and provide signed goods received notes for the procurement files.
- Manage distribution of stock to project sites: liaise with project sites, prepare stock transfer documents, ensure that the stock in good working condition, organize the transfer, ensure a GRN is received from the field site and filed.
- Maintain stock movement report (SMR) of all capital office stores: hold store keys in a secure manner, carry out monthly stock taking of all stock items and present monthly stock report to Logistics Manager.
- Ensuring cleanliness, hygiene, safety and storage system in place is up to the required standards.
- Prepare standard Merlin documentation for all items received and issued, such as stock movement reports, warehouse requisitions, bin cards, etc.
- Liaise with project staff to ensure the timely dispatch of purchased items by appropriate means
- Request quotations from transport suppliers, prepare all paperwork as required
- Manage the picking/packing of cargo, preparing packing lists, and completing accurate waybills.
- Prepare documents for all payments related to transport, and ensure that this is authorised according to Merlin policy
- Prepare standard Merlin documentation for all items received and dispatched, such as stock movement reports, packing Lists, waybills and GRNs
- Establish and maintain effective working relationships with all project site staff
- Ensure effective working relationship with counterparts, technical and service departments at capital level
- Brief new starters on Merlin procedures related to this transport and warehousing
- Willing to be sent to the field for specific support or supervision on specific logistics activities.
- Any other duty as may be required by the Logistics officer
- Minimum of secondary education
- Two years of warehouse or transport management experience, preferably with an NGO or similar organisation
- Advanced skills in the use of computers and office software (MS Word, Excel, Outlook etc),
- Fluent written and spoken English and effective communicator with good interpersonal skills
- Good planning, prioritizing and organizational skills
- Ability to work under tight deadlines and pressure
- Physically fit, proactive, and willing to lead by example
- Previous experience working for an NGO
- Supervisory experience
- Certificate/Diploma in a relevant subject
Merlin, Nairobi Office,
P.O Box 3350 – 00200,
Email to: email@example.com
Application deadline is 5:00pm on Friday 12th April 2013.