Procurement/Logistics Officer - NSP

Position Description
Title: Procurement/Logistics Officer - NSP
Location: Nairobi with travel to Somalia and Somaliland
Start of Contract & Duration: 1st March 2010, 1 year renewable
Background
NGO Safety Programme formerly NGO SPAS was established in 2004 by NGOs operating in Somalia. NGO Safety Programme seeks to make a contribution by improving the delivery of much needed humanitarian and development assistance in Somalia. NSP addresses the growing challenge of security in the NGO community through the provision of specialized, coordinated and focused security management support. The project recognizes the insecure operating environment that all NGOs face in Somalia and the collective value of enhancing security preparedness and support. The project provides the NGO community with its own security focal point and tailored security support services through information gathering, analysis and reporting; coordination with relevant actors in the security arena; the upgrading of security preparedness through the provision of training and technical advice; and security assessment activities.
NSP is currently hosted by the Danish Refugee Council (DRC) to provide it with a legal and administrative framework, through which to fulfil its functions more efficiently, effectively and accountable.
Purpose
The NGO Safety Program (NSP) aims to reduce the risks posed to programme personnel and assets of NGOs operating in Somalia through the provision of specialized, coordinated and focused security management support. The project recognizes the insecure operating environment which all NGOs face in Somalia and the collective value of enhancing security preparedness. This position of high dependability will function as the Procurement/Logistics Officer for NSP serving the greater aid community throughout Somalia.
The Primary functions of this position will be:-
 Plan, implement and/or supervise key services in the general administration, the procurement process including areas of asset management, property maintenance, general supply chain and functioning.
Plan, implement and/or supervise/or coordinate logistics, procurement (goods & services) whilst conforming to both donor, DRC & NSP regulations and guidelines.
Plan and Implement the internal and external statutory law that affect the procurement and logistic.
Advice the Senior Administration and Finance Officer and/or Program Manager/ on all issues related to procurement and logistics, and ensure transparency and accountability in all activities.
Provide inputs to budgets and project proposals for procurement and logistics activities
The ability to interact with all parties while maintaining and emphasizing a position of principled political neutrality and operational independence is paramount.
Any other reasonable duty as requested by line management
Develop a system of tracking procurement and logistics requests and generate status reports.  
Procurement/Logistics Officer, Jan 2010
Specific Responsibilities: Plan, implement and/or supervise/or coordinate logistics, procurement (goods & services) whilst conforming to both donor & NSP regulations and guidelines.
 Coordinate all activities relating to the NSP Asset inventory records;
Ensure that physical assets counts are conducted as per DRC - NSP policies and expressed to the NSP PM on a bi-annual basis;
Ensure that inventory reports are produced and submitted on the 1st day of each month;
Ensure adequate storage facilities are maintained within NSP premises, both in the field and in Nairobi;
Coordinate the shipment of goods, to and from Nairobi to minimize costs and any inconveniences to NSP
Prepare Monthly Procurement Plans for all NSP departments;
Manage procurement activities to ensure compliance with DRC, NSP and Donors rules, regulations and guidelines:
When appropriate, sign Procurement Request Forms (PRF), Delivery Notes (DN) and Invoices ensuring Donor & NSP regulations and guidelines are met;
Produce procurement status reports on demand on the 1st day of each month;
Participate in Vendor selection activities to ensure compliance with the approved processes in the area of vendor selection and bids analysis;
Maintain vendor list in line with approved pre-qualified vendors list.
Carry out vendor rating analysis and obtain approval based on performance, reliability and other procurement factors
Manage procurement processes and documentation to ensure compliance, accountability and effective procurement.
Coordinate the bookings and logistics of all flights in region, and for all accommodation and transportation required in Nairobi.
Coordinate all aspects of NSP travel (procuring visas, flight bookings, ID checks & issue, confirmation and logistics and cargo control)
Manage relocation, shipment, customs clearance of household etc for international staff
Ensure that all procurement files in all offices are constantly updated and maintained in accordance with DRC rules and donor guidelines.
Review procurement status reports and advise Senior administration and finance Officer and/or PM/accordingly
Prepare export documents to enable timely export and delivery of goods to the field.
Check all procurement requests and ensure necessary descriptions, coding, budgetlines and  
Signatures are in place before procurement
Specific Responsibilities: Plan, implement and/or supervise key services in the general administration, including areas of asset management, property maintenance and functioning.
Assign/coordinate weekly and monthly tasks ensuring that the following services are provided:
Vehicle maintenance and repairs are planned and provided in a timely nature.
All Vehicles are maintained and equipped in accordance with NSP Policy.
DRC and local authority laws relating to vehicles registration, usage and insurance are fully met;
Ensure repairs and renovations on all NSP physical properties, including buildings/residence and equipment are carried out in a timely manner;
Confirm and coordinate accommodation for NSP staff on mission (DRC staff/ guest accommodations etc).
Ensure that DRC – NSP policies in the above domains are applied appropriately;  
Procurement/Logistics Officer, Jan 2010
General Responsibilities
 Any other reasonable duty as requested by line management.
Attend various meetings as need may arise
Communicate with staff on various issues regarding administration and procurement;  
Reporting Arrangements
Reports to the NSP Senior Support Officer - Programme Manager.  
General
Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html)
Posting details:
This position is Nairobi-based with travel to Somalia (an insecure and unpredictable environment) Somalia is a hazardous environment the selected candidate must adhere to all security precautions and contribute to the security of the team. He/she must be able to exercise a large degree of common sense and personal discipline.
The position requires the holder to be able to undertake taskings at short notice with due regard to the security environment
The position requires the holder to be able to work effectively and efficiently unsupervised. The selected candidate must be able to plan and manage their own time effectively. The holder must exercise a strong work ethic and take responsibility for his/her own actions.
This position requires a high degree of flexibility with respect to working hours and to be available via electronic communications at all times
The work undertaken will have a direct effect on the safety and security of individuals operating in Somalia. The successful candidate must be duly aware of this and be prepared to meet this challenge.  
QUALIFICATION AND EXPERIENCE
Bachelor degree in purchasing Supply Management/ Chartered Institute of Purchasing and Supply (CIPS, UK)/ higher national diploma in store, logistics management or equivalent.
Proven experience of not less than 5 years in procurement and logistics, flight planning, Standard Operating Procedures (both passenger and cargo). Experience gained within an international Humanitarian, Administration or Civil Service Organisation will be an advantage.
Excellent relations with relevant parties e.g. government authorities, Somali embassy, charter flight organisations.
Knowledge of (international) law governing clearing and forwarding
Experience in the maintenance of logistics information system.
Knowledge of computers: word processing, database management and spreadsheets packages.
Good command of English both spoken and written
Valid passport
Valid driving license  
Technical Skills

Procurement/Logistics Officer, Jan 2010
 Excellent grasp of the English language both written and spoken.
Detailed understanding of Microsoft Word, PowerPoint and Excel
Excellent grasp of NGO/Donor policies and procedures relevant to admin/ Procurement;
Good Communication skills;
Be able to understand internal and external statutory laws that affect procurement, admin & logistics  
Core values and Critical Competencies
Excellent prioritizing and planning skills
Quick learner with a capacity for creative problem solving
Teamwork and good communication skills
People handling skills
Experience of liaising with third-party service providers
Able to adhere to policy
IT skills (a minimum of 2 year’s experience)
Exercise high level of interpersonal skills.
Ability to coordinate and plan.
Able to work with limited supervision.
Honest with a high degree of personal integrity
Personal initiative.
Team player.
Proactive and reliable.
Judgmental.
Empathetic.  
TERMS AND CONDITIONS FOR NATIONALS
NSP will manage the recruitment process according to host NGO recruitment procedures.
Commencement: Immediately
Duty station: Nairobi with sporadic missions to Somalia.
Contract: 1 year renewable.
Please forward Letter of Application and C.V. ONLY (Do not send your credentials) The application with the subject heading ‘Procurement/Logistics officer’ to be forwarded electronically to liaison.drc.nsp@drc.dk not later than 17th February 2010. Note that only applications that meet the minimum requirements and qualifications above will be considered.
For general information about the NSP, please consult www.somaliangoconsortium.org 

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