Logistics and Procurement Assistant

JOB PURPOSE

The Logistics Assistant will support the effective implementation of logistics and supply chain operations for the Integrated Community Nutrition Management Programme (ICNMP), ensuring efficient, accountable and timely movement, storage, distribution and tracking of nutrition commodities, including Ready-to-Use Therapeutic Food (RUTF) and Ready-to-Use Supplementary Food (RUSF).

The position will support end-to-end commodity visibility from regional warehouses through distribution points and last-mile delivery to the final end user. The Logistics Assistant will also support procurement processes, warehouse and inventory management, QR-code tracking, transport and fleet coordination, asset management, logistics compliance, stakeholder capacity building and routine reporting.

The position reports directly to the Procurement & Logistics Officer.

DUTIES AND RESPONSIBILITIES

Nutrition Commodity Tracking and Distribution Management

Monitor and track the movement of nutrition commodities (RUTF, RUSF and other programme supplies) from regional/district warehouses through last-mile distribution points to the intended end users.

Maintain visibility of commodity movements, stock balances, dispatches, receipts and deliveries across all programme distribution levels.

Verify commodity quantities dispatched, received and distributed, ensuring proper documentation and reconciliation at each stage.

Coordinate with implementing partners, warehouse personnel, health facilities and community-level stakeholders to ensure timely and accurate commodity distribution.

Follow up on delayed deliveries, discrepancies, losses, damages and other distribution challenges, escalating issues to the Procurement & Logistics Officer.

Support distribution planning to ensure commodities reach designated facilities and beneficiaries on time.

QR-Code Tracking and Digital Supply Chain Monitoring

Ensure QR-code scanning is consistently conducted at designated commodity movement points, including warehouse receipt, dispatch, regional/district receipt, onward distribution and last-mile delivery.

Verify that QR codes are correctly assigned to commodity cartons, boxes or pallets and remain readable throughout the distribution process.

Monitor the completeness and accuracy of digital tracking records on the programme's designated tracking platform.

Follow up on missing scans, incomplete records, duplicate entries and discrepancies in commodity movement data.

Support stakeholders in using QR-code scanning devices and digital tracking systems.

Generate and maintain commodity movement reports to support real-time supply chain visibility and accountability.

Warehouse and Inventory Management

Support effective warehousing and inventory management practices at regional/district warehouses, health facilities and other designated storage locations.

Conduct routine stock monitoring and physical stock verification to establish accurate inventory balances.

Ensure proper implementation of stock management procedures, including First Expiry, First Out (FEFO), stock rotation, bin cards, stock cards and inventory registers.

Monitor storage conditions and compliance with nutrition commodity handling, stacking, hygiene, safety and storage requirements.

Support regular reconciliation of physical stock against inventory management systems and warehouse records.

Identify and report near-expiry, expired, damaged, slow-moving and at-risk stocks.

Support warehouse capacity assessments and monitor the readiness of storage facilities to receive and manage nutrition commodities.

Capacity Building and Technical Support

Support the training and capacity building of implementing partners, warehouse personnel, health facility staff and other relevant stakeholders in warehouse operations and inventory management.

Provide practical guidance on commodity receiving, inspection, documentation, storage, stock control, FEFO, stock reconciliation and reporting.

Train relevant stakeholders on QR-code scanning procedures and digital commodity tracking requirements.

Conduct supportive supervision and follow-up visits to assess compliance with established logistics and supply chain procedures.

Identify operational capacity gaps and recommend appropriate corrective actions to the Procurement & Logistics Officer.

Procurement and Compliance Support

Support procurement activities in accordance with approved programme procurement plans, organizational policies and donor requirements.

Assist in preparation of procurement requests, specifications, purchase requisitions, purchase order documentation and procurement tracking records.

Follow up on procurement processes, supplier deliveries and outstanding orders.

Support verification of goods and services received against approved specifications, purchase orders and delivery documentation.

Maintain organized procurement and logistics documentation for audit and compliance purposes.

Ensure that procurement and logistics transactions are properly documented, authorized and filed.

Support compliance monitoring in relation to procurement procedures, donor regulations and organizational policies.

Transport, Fleet and Distribution Coordination

Support coordination of transportation arrangements for nutrition commodity distribution from regional warehouses to designated delivery points.

Assist in vehicle scheduling, transport planning and coordination with transporters, implementing partners and programme teams.

Monitor vehicle and transport utilization, delivery schedules and distribution timelines.

Ensure availability and completeness of transport documentation, including waybills, delivery notes, trip records and proof of delivery.

Support monitoring of vehicle maintenance, fuel consumption, vehicle logs and fleet utilization records.

Follow up on transportation delays, delivery challenges and other operational constraints.

Promote safe, efficient and cost-effective transportation of nutrition commodities.

Logistics Monitoring, Data Management and Reporting

Maintain accurate and up-to-date logistics records, databases and tracking tools.

Compile routine reports on commodity movements, stock balances, distribution performance, QR-code scanning compliance and warehouse inventory status.

Support preparation of weekly and monthly logistics and supply chain reports.

Monitor key logistics performance indicators, including stock availability, stock losses, delivery timelines, inventory accuracy and distribution coverage.

Identify supply chain bottlenecks and emerging operational risks and report them to the Procurement & Logistics Officer.

Provide timely and accurate logistics information to support programme planning, management decisions and donor reporting.

Maintain proper filing and retrieval of logistics and distribution documentation.

Coordination and Stakeholder Engagement

Maintain effective working relationships with implementing partners, government health facilities, warehouse personnel, transporters and community-level stakeholders.

Coordinate with programme and nutrition teams to align commodity distribution with programme implementation requirements.

Participate in field visits, warehouse assessments and distribution monitoring activities.

Communicate operational challenges and recommend practical improvements to strengthen supply chain efficiency and accountability.

Others:

Perform additional procurement and logistics responsibilities as assigned by the Logistics and Procurement Officer.

REQUIRED EXPERIENCE AND TECHNICAL COMPETENCIES:

Diploma or Bachelor's degree in Logistics and Supply Chain Management, Procurement, Business Administration or a related field.

At least 2–3 years of relevant experience in logistics, procurement, warehousing, inventory management or distribution, preferably within an NGO, humanitarian or public health programme.

Experience in managing or monitoring health, nutrition or other programme commodities is an added advantage.

Practical knowledge of warehouse operations, stock management, inventory control and distribution processes.

Experience with digital inventory management systems, QR-code tracking, barcode scanning or other logistics information systems is an advantage.

Knowledge of procurement procedures, compliance requirements and donor-funded programme operations.

Experience in preparing logistics reports, maintaining databases and managing supply chain documentation.

Must have a valid driving license -Category B

Skills

Commitment to humanitarian principles and organizational values (e.g., integrity, accountability, neutrality).

Good understanding of end-to-end logistics and supply chain operations.

Strong organizational, coordination and follow-up skills.

Good inventory management and stock reconciliation skills.

Ability to use digital tracking systems, spreadsheets and logistics management tools.

Strong attention to detail and accuracy in data recording and reporting.

Good communication, interpersonal and stakeholder engagement skills.

Ability to train and provide practical support to warehouse and distribution personnel.

Strong problem-solving skills and ability to identify and escalate operational challenges.

Ability to work independently, travel to programme implementation sites and operate effectively in a multicultural team.

Demonstrated commitment to accountability, transparency and compliance.

Key Behaviours

Ability and willingness to take instructions.

Honest, Diligent and Trustworthy

Flexible

Team Player

High attention to detail and accuracy.

go to method of application »

Minimum qualifications

BA/BSc/HND , Diploma

How to apply

Use the link(s) below to apply on company website.

Program Manager Nutrition

Nutrition Officer

Monitoring Evaluation Accountability &Learning (MEAL) Officer

Logistics and Procurement Assistant

Driver

https://www.myjobmag.co.ke/apply-now/1386247

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