Role Overview
The Supply Chain Assistant will support the management of fleet, assets, and warehouses within the Kenya Country Office (KCO). Reporting to the Supply Chain Coordinator, the role ensures that vehicles are safe and compliant, warehouse operations meet global standards, and assets are accurately tracked and documented. The incumbent will be responsible for providing technical support to field teams and ensuring that all supply chain operations align with Save the Children International (SCI) policies.
Key Responsibilities
Fleet Management
- Support the overall management of organizational vehicles in collaboration with the Supply Chain Coordinator.
- Assist in maintaining systems that ensure SCI and hired vehicles remain safe, road-worthy, compliant, and properly utilized.
- Maintain and regularly update administrative vehicle files to ensure accuracy and readiness for reviews or audits.
- Monitor vehicle utilization by reviewing movement plans and log sheets, compiling monthly submissions, and preparing routine reports.
- Support fuel management activities, including tracking fuel usage (fuel consumption validation reports), coordinating with fuel vendors, and maintaining proper records.
- Assist in tracking vehicle rentals, lease agreements, and related payments to ensure timely processing and compliance.
- Apply SCI Fleet policies and KCO Fleet Optimization SOP in daily fleet operations.
- Support taxi bookings for the Nairobi office, including cost monitoring and monthly utilization analysis.
- Assist in preparing monthly fleet reports (fuel, maintenance, driver behavior) and reviewing fleet-related payments.
Warehouse Management
- Gather and follow up on monthly warehousing and distribution reports from field locations to prepare consolidated country office summaries.
- Monitor incoming reports for completeness, accuracy, and timeliness.
- Provide basic technical support to field teams when issues or deviations from standards are identified.
- Participate in field visits to deliver support, coaching, and follow-up on warehouse management practices.
- Assist field teams in addressing audit findings and closing corrective actions.
- Ensure warehouse operations align with SCI warehouse management policies and procedures.
- Monitor stock authorization procedures following the Scheme of Delegation and Total Inventory Management System (TIMS) approval procedures.
- Help review and update TIMS warehouse data regularly to ensure consistency with Supply Chain, Finance, and Programme records.
- Support the coordination of mid-year and end-of-year stock counts.
- Monitor and follow up on stocks linked to expiring or expired Source of Funds (SOF).
Asset Management
- Serve as the focal point for asset management within the Nairobi office, including tagging and documentation.
- Ensure accurate tracking and entry of all assets into the e-asset management system.
- Review incoming asset data for completeness and accuracy, following up with field teams as needed.
- Participate in semi-annual asset verification exercises.
- Assist in preparing asset disposal documentation and ensuring adherence to established procedures.
Compliance
- Support overall compliance with SCI Fleet, Warehouse, and Asset Management policies.
- Ensure all Fleet, Assets, and Stocks Key Performance Indicators (KPIs) are met.
- Maintain effective record-keeping systems to ensure a clear audit trail and improve process efficiency.
Required Behaviors (Values in Practice)
- Accountability: Holds self accountable for making decisions and achieving results; holds team and partners accountable to deliver on responsibilities.
- Ambition: Sets ambitious goals and takes responsibility for personal development; thinks strategically on a global scale.
- Collaboration: Builds effective relationships and values diversity as a source of competitive strength.
- Creativity: Develops and encourages innovative solutions; willing to take disciplined risks.
- Integrity: Honest, transparent, and demonstrates the highest levels of integrity.
Qualifications and Experience
- Education: Higher diploma or degree in a business-related course.
- Technical Skills: Computer literate with strong MS Excel and MS Word skills.
- Communication: Good spoken and written English and Swahili.
- Experience: Three years’ experience in fleet, asset, and warehouse management is preferred.
- Competencies: Strong organizational skills, ability to manage multiple tasks simultaneously, and ability to analyze data for decision-making.
- Other: Willingness to work and travel in often difficult and insecure environments.
How to Apply
Interested and qualified candidates should apply online via the Save the Children application portal. To apply, visit the following link: https://www.myjobmag.co.ke/apply-now/1179688 which will direct you to the official recruitment page.
