UNITED NATIONS CHILDREN’S FUND (UNICEF)
KENYA COUNTRY OFFICE
VACANCY ANNOUNCEMENT “KCO/SUP/2014-035”
Duty Station – Kisumu/Garissa
Posts: Logistics Assistant, GS-5 Type of Contract: Fixed Term
Reference # Duty Station
KCO/14053 Kisumu
KCO/14044 Garissa
Date of Issue: 06 August 2014 Closing Date: 19 August 2014
Applications are hereby invited from suitably qualified candidates to fill the above Fixed Term position in UNICEF Kenya Country Office (KCO), Nairobi
Purpose of the Post: Under the general supervision of the Chief of Field Office, Kisumu/Garissa, with technical guidance from the Supply Specialist, receive programme supplies in the Kisumu/Garissa Field Offices warehouse, maintain inventory stocks in the warehouse, and release supplies from the warehouse for dispatch to implementing partners and end-users. Undertake semi-annual physical inventory and reconcile stocks. Issue periodic stock reports. Assist the Supply Section with identifying field based suppliers and providers of ancillary services and undertake low value procurements. Assist in implementing the supply chain capacity development activities of county governments and other implementing partners within the operational area of the field office.
Major Duties and Responsibilities:
· Oversee day-to-day operations in the Kisumu/Garissa Field Office warehouse. Record daily warehouse transactions in the VISION Warehouse & Inventory Management (WIM) Module; including inward deliveries to the warehouse from Nairobi and other KCO warehouses, direct deliveries from local suppliers; and outward dispatches from the warehouse to implementing partners and end-users of the Kisumu/Garissa hinterland. Correctly enter supply details, i.e., Sales Order, Purchase Order, quantity, unit of measure, material number, descriptions of items and expiry dates. Reconcile stock receipts with stock dispatches. Liaise with VISION Hub and Supply Section in Nairobi Office on any VISION systemic issues related to WIM module.
· Plan for receiving supplies into the warehouse, and dispatching them from the warehouse. Follow up with the Kisumu/Garissa-based Programme Sections on their distribution plans
· Follow up on Field Office Release Orders from Sections. Prepare Waybills for dispatch of supplies from warehouse to consignees. Correctly enter consignee details as per distribution plan. Update/reconcile VISION with physical stocks using recent stock receipts and despatches. Liaise with transporters for transport to ensure timely loading off from warehouse for dispatch out of warehouse.
· Produce and disseminate periodic field office stock reports from VISION for Kisumu/Garissa warehouse stocks on weekly, monthly, quarterly, semi-annually and annually, with clear analysis of trends, aging, regular country programme vs pre-positioned stocks, major commodity types, etc, and make recommendations for action replenishment or stock dispatch as the case may be.
· Ensure proper arrangement of stocks for ease of visibility and counting. Conduct physical inventory of the warehouse at least twice a year. Reconcile VISION vs physical stocks for any variances with explanations. Prepare PSB submissions for any disposal or write-off action of stocks with justification.
· Identify, appraise/evaluate field based suppliers and ancillary service providers; send out RFQs/RFPs, evaluate them and make best-value recommendations. Place low value purchase orders (LVPOs) and contracts. Assist in setting up field based service LTAs.
· Identify supply chain capacity gaps of county governments and other implementing partners; recommend appropriate capacity development packages and facilitate the implementation to programme sections. Verify and certify warehouse storage and handling charges as per monthly stock movement of such supply chain management capacity development activities in the operational area of the field office.
· Forecasts quarterly budgets for field based transportation and submits through supervisor for funding and related warehousing arrangement. Verify and park invoices for LVPOs and ancillary services. Maintain an up to-date electronic and physical filing system of stock records regarding warehouse transactions
· Undertake end-user and logistics chain monitoring trips, (including to Nairobi main warehouse), partners, county warehouses and storage facilities within the area of field office operations
Required Qualifications:
Completion of secondary education supplemented with technical training in Logistics.
Certificate in Clearing and Forwarding, or its equivalent is an asset.
Experience:
At least five years practical experience in clearing and forwarding. Experience working with government institutions or international organizations in shipping and supply function is an advantage. Experience in developing monitoring systems is desirable.
Language:
Good knowledge of English language and knowledge of the working language of the duty station.
Competencies:
Core Values (Required)
i) Commitment
Diversity and Inclusion
Integrity
ii) Core Competencies (Required)
Communication [II]
Working with People [I]
Drive for Results [I]
iii) Functional Competencies (Required)
Analyzing [I]
Learning and Researching [II]
Planning and Organizing [II]
Following instructions and Procedures [I]
Interested and suitable candidates should ensure they forward their applications along with their P11, curriculum vitae, P11 (internal candidates should attach copies of their last two Performance Evaluation Reports), to:
The Human Resources Manager
UNICEF Kenya Country Office
Email address:
Please indicate
1- Reference No. “KCO/SUP/2014-035” in the email subject.
2- Reference No. for post/duty station for post applied to on your application letter