Logistics and Procurement Officer

IsraAID is an Israel-based non-governmental organisation that was founded in 2001 and has since its inception worked in emergency and long-term development settings in over 55 countries. IsraAID’s mission is to support people affected by humanitarian crises by partnering with local communities around the world to provide urgent aid, assist recovery, and reduce the risk of future disasters.

JOB PURPOSE

The purpose of this position is to contribute to effective programme implementation through provision of procurement and logistics services in the field office and the country office activities. The incumbent will report to the Country Director and will be part of the Country Office Senior Management team

DUTIES AND RESPONSIBILITIES

Procurement

• Implement procurement functions in accordance with IsraAID and donor guidelines while ensuring strict adherence to policy by programme and support functions.
• Process procurement requests in a timely manner while ensuring completeness, accuracy, and regular follow up in collaboration with programme and finance department
• Execute purchasing functions for goods, services and works of the right quality in the right quantities at the right price delivered to the right place at the right time.
• Advise and support internal customers in planning, organizing and monitoring their procurement needs.
• Source and evaluate potential suppliers, negotiate terms, and establish contracts to ensure cost-effectiveness and high-quality products or services
• Develop and maintain strong relationships with key suppliers to enhance reliability and efficiency
• Request for offers and quotations and prepare the necessary BIDs analysis
• Prepare Purchase Orders/Contracts and ensure all approvals are obtained, Purchase Orders delivered to the relevant suppliers and acknowledgement received.
• Follow up with suppliers and ensure goods and services are delivered as agreed.
• Maintain a comprehensive supplier database, monitor performance, and conduct periodic supplier evaluations.
• Stay up-to-date on market trends, industry regulations, and best practices to improve procurement strategies.
• Follow up with the Finance Department to ensure suppliers/service providers’ payments are done in a timely manner

Logistics

• Implement logistics functions in accordance to IsraAID and donor guidelines while ensuring strict adherence by programme and support functions.
• Engage with programme staff to provide timely delivery of logistics support to programmes
• Ensure timely and accurate local and international staff travel arrangements
• Resolve any logistics-related issues and proactively identify potential challenges or delays.
• Implement cost-effective transportation solutions while maintaining quality and safety standards

Documentation and Reporting

• Prepare and maintain accurate records of procurement activities, vendor contracts, and supplier performance evaluations.
• Generate periodic reports on procurement status, inventory levels, and logistics performance.
• Analyze data to identify trends, areas for improvement, and cost-saving opportunities.

Other

• Provide capacity building to staff on procurement and logistics matters
• Carry out other logistics and procurement tasks as directed by the Country Director

REQUIRED EXPERIENCE AND TECHNICAL COMPETENCIES

• Bachelor’s Degree in Procurement/Supply Chain Management or a related field from a recognised University
• Certified Procurement and Supply Professional of Kenya (CPSP-K) will be an added advantage
• Minimum of 3 years’ relevant experience in international non-profit organisation in logistics and procurement.
• Thorough understanding of the Public Procurement and Disposal Act of 2015

SKILLS

• Good organisational, and time management skills;
• Ability to work in a pressured work environment with frequent critical deadlines;
• Logical and methodical organisational skills;
• Negotiation skills
• Attention to details and good numeric accuracy
• Strong planning and time management skills
• Computer skills
• Problem solving skills
• Good interpersonal and ability to work in a team
• Reporting and ability to keep accurate record
• Flexible

KEY BEHAVIOURS

• Communicates clearly and effectively
• Acts with a high degree of integrity and professionalism. Committed, honest and sincere
• Proactive
• Accurate and punctual
• Keeps other team members regularly updated

PHYSICAL ENVIRONMENT AND DEMANDS

Typical office environment with field visits demands

LEVEL OF CONTACT WITH CHILDREN

Low contact: No contact or very low frequency of interaction

LANGUAGES

Essential: English and Kiswahili

COMPLIANCE & ETHICS

• Promote and encourage a culture of compliance and ethics
• As applicable to the position, maintains a clear understanding donor compliance and ethics standards and adheres to those standards. Conduct work with the highest level of integrity. Communicate these values to staff and to partners and require them to adhere to these values
• Understanding of and commitment to the principles of non-discrimination, local ownership, sustainability, inclusiveness, local partnership, do-no-harm, and apolitical approach; codes of conduct against sexual exploitation and abuse; and against child exploitation and modern slavery.
  • Commitment to abide by IsraAid’s and UN’s codes of conducts and principle
  • Commitment to humanitarian principles