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

Johanniter is an equal opportunity employer that values diversity. Suitable candidates with disabilities are encouraged to apply.
We require background checks (including criminal record and reference checks) to protect the vulnerable and prevent abuse.
Applications for this position MUST include the following:
A concise and up to date CV.
A cover letter explaining how you meet the criteria for this position as stated above (no more than 1 page).
Reference contacts (phone numbers and email addresses) of three referees. Please state their working relationship to you, the position you held at the time and the dates you worked together.
Certificates of service from former employers.
Applications which do not include all of the above will not be considered.
Please indicate Logistics and Procurement Manager in the subject line of your e-mail.