Supply Chain & Logistics Assistant

About Trócaire

Trócaire is an international non-governmental organization (INGO) committed to addressing the root causes of poverty, injustice, and human suffering. We work closely with local partners in some of the world’s most at-risk communities while also engaging people in Ireland to advocate for global justice. Through this dual approach, we strive to bring about positive and lasting change for a more just and equitable world.

Operating in up to 20 countries across Africa, Asia, Latin America, and the Middle East, Trócaire delivers both humanitarian assistance and long-term development support. Our programmes focus on promoting access to justice, advancing climate and environmental justice, ensuring the protection, voice, and influence of women and girls, saving lives and protecting human dignity, and mobilising the public in Ireland to contribute to global justice.

Our mission is rooted in Catholic Social Teaching and guided by the belief in the inherent dignity of every human person. We are committed to living out our core values of solidarity, courage, participation, perseverance, and accountability. These values shape our partnerships with communities, our advocacy efforts, and our humanitarian responses, ensuring that we remain steadfast in our vision of a just world where all people can live with dignity and hope.

Within this framework, Logistics in Trócaire Somalia operates under the Operations Department and plays a vital role in ensuring that programme supplies and services reach communities efficiently and on time. The unit manages transport, warehousing, fleet operations, and cross-border shipments from Kenya into Somalia, while safeguarding compliance with donor requirements, Trócaire policies, and regulatory authorities in both countries.

By coordinating the secure storage and timely delivery of nutrition, medical, and WASH supplies, Logistics enables programme teams and partners to overcome access challenges in fragile environments. Working closely with project and other field staff, the unit ensures accountability, quality, and value for money, thereby strengthening Trócaire’s capacity to deliver both emergency relief and long-term development interventions across Somalia.

The Supply Chain & Logistics Assistant role supports these functions and reports directly to the Supply Chain and Logistics Manager. Based in Nairobi, with regular travel to field locations in Somalia, the role carries no line management responsibility but provides essential logistical support to programme teams, ensuring the smooth and effective implementation of logistics activities.

Key responsibilities

Procurement:

Coordinate with Project Managers to develop procurement plans and consolidate them into a single master plan.

    Update and align programme procurement plans with the Supply Chain & Logistics Manager, maintaining timelines, budgets, and donor compliance.

    Consolidate procurement requests by category and donor, verify specifications, and ensure proper filing of all PRs.

   Assist the Supply Chain & Logistics Manager in supplier prequalification for goods, works, and services in Kenya and Somalia, ensuring compliance with Trócaire policies.

      Manage the supplier register by category, ensuring compliance documents are up to date and retained in line with Trócaire’s data protection and archiving policies.

Prepare RFQs, RFPs, and RFTs for goods, services, and works, and submit to the Supply Chain & Logistics Manager for review before procurement begins.

  Identify suitable suppliers from the approved supplier database and register, and issue RFQs, RFPs, or RFTs for goods, services, and works based on efficiency and capacity.

Prepare bid matrices for goods, technical evaluation reports, and minutes for services and works, ensuring complete procurement documentation.

Draft purchase orders, manage approvals and signatures, and follow up with suppliers to ensure timely delivery.         

  Draft and support management of contracts for goods, works, services, and lease agreements in compliance with Trócaire policies and donor requirements.

           Manage contracts for goods, works, services, and lease agreements, including monitoring performance, tracking milestones/renewals, and ensuring proper closure.

            Maintain and update a contract management tracking sheet/register to ensure compliance, audit readiness, and timely action on renewals or closures.

             Monitor supplier obligations under contracts and facilitate timely invoice verification and payment processing in line with Trócaire policies.

          Ensure systematic filing and secure archiving of all procurement documents to support transparency, audit readiness, and institutional knowledge management.

           Keep requestors updated on procurement progress through regular completion and sharing of the procurement monitoring sheet.

           Collaborate with the Field Logistics & Procurement Officer to ensure all field procurement is compliant, well-documented, and audit-ready.

             Conduct regular market surveys to identify potential suppliers, assess market trends, and inform competitive and value-driven procurement decisions.

            Conduct regular quality checks and periodic performance evaluations of suppliers to ensure compliance, value for money, and continuous improvement.

      Serve as the primary liaison with suppliers, fostering effective communication, accountability, and long-term partnership management.

      Manage supplier relationships by ensuring clear communication, resolving issues, monitoring performance, and fostering long-term partnerships in line with Trócaire’s policies.

       Liaise with suppliers, contractors, and service providers to verify goods, works, and services, ensuring final delivery and certification of completion before processing payment requests.

Logistics:

   Support implementation of supply chain and logistics policies across the Somalia Country Programme under the guidance of the Supply Chain & Logistics Manage

   Ensure adequate office supplies through proactive planning and cost-effective procurement, reducing disruption risks and supporting operational continuity.

    Ensure construction and rehabilitation activities comply with national regulations and Trócaire policies, mitigating legal and operational risks.

  Monitor transport service contracts for compliance and completeness of procurement files, ensuring accountability and timely supplier payments.

  Conduct field visits to audit compliance with Trócaire logistics policies, strengthen local capacity, and ensure transparent stock management.

Assets:

Draft and support management of lease agreements, ensuring compliance with organisational and donor requirements.

Manage contracts linked to equipment, facilities, or service providers, ensuring timely renewals, maintenance follow-up, and compliance with policies

    Maintain comprehensive rehabilitation project files to support compliance, institutional memory, and donor reporting.

Warehouse & Stock Management:

  Oversee receipt, storage, and safe transportation of goods to Gedo, Somalia, ensuring proper documentation and compliance with Trócaire procedures.

   Work with project teams to track supplies from procurement to final distribution and provide regular progress updates.

   Liaise with consignees to confirm receipt and quality of delivered goods and supplies.

    Shipping, Clearing & Forwarding:

  Coordinate and track cargo dispatches (air and road) to the field, ensuring proper documentation and confirmation of receipt from consignees.

  Follow up with transporters, clearing agents, and logistics partners to ensure timely delivery and compliance with shipping/forwarding requirements.

Essential Requirements

Education & Professional Certifications:

  Bachelor of Science degree in Procurement, Logistics, and Supply Chain Management from a recognized university in Kenya (Essential)

   Chartered Institute of Procurement & Supply (CIPS) Diploma in Procurement (Added Advantage)

    Certification in Humanitarian Logistics or Supply Chain Management from the Logistics Learning Alliance (LLA) (Added Advantage)

  MEDLOG certification from LLA (Medical Logistics in Humanitarian Emergencies) (Added Advantage)

Experience (Essential):

Proven experience in procurement and logistics with an INGO, the Red Cross/Red Crescent Movement, and/or UN agencies (Essential)

      Considerable background in procurement planning, supplier management, contract administration, warehousing, and fleet coordination (Essential)

  Considerable understanding of donor regulations (e.g., BHA, CFGB, FCDO, ECHO) and Quality Standards.

  Proficiency in MS Office (Excel, Word, Outlook); ERP/procurement systems is an advantage.

       Demonstrated knowledge in market assessments, supplier evaluations, and value-for-money analysis.

Core Competencies (Essential):

  High integrity, accountability, and commitment to transparency.

  Strong organizational, analytical, and problem-solving skills.

   Effective communication and relationship management with suppliers, partners, and stakeholders.

        Ability to work under pressure, prioritize competing tasks, and deliver results in a humanitarian context.

Other Requirements (Essential):           

  Fluency in English (spoken and written) is Essential; Somali Language is an advantage

     Understanding of the Somalia/Gedo operational context, including logistical and security challenges.

    Commitment to Trócaire’s safeguarding standards, humanitarian principles, and zero-tolerance approach to fraud and corruption.

Safeguarding Programme Participants-Children & Adults

Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. More information on Trócaire’s safeguarding policies available here.

Diversity and inclusion

We welcome diverse applicants to join our inclusive workforce.

Trócaire is an equal opportunities employer. We are an organisation that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire.

Diversity and Inclusion statement available here.

Closing Date for Applications is 22 September 2025

For the Candidate with the required experience and passion for the role, Trocaire Offers a competitive package of salary and benefits. Please the recruitment will be on rolling bases

please see job description attached. Local staff have a significant advantage.

To apply,

please send a copy of your CV and covering letter (quoting the job title
above)  To https://apply.workable.com/trocaire/j/433C703173/

Trócaire is committed to Safeguarding people within our programmes from Exploitation and Abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. All internal applicants are reminded of their obligations in relation to these policies.  

At Trócaire, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of performance and integrity in line with our organisational values. All recruitment decisions are made on the basis of organizational needs. Trócaire is committed to creating an inclusive environment of mutual respect, recruiting and employing staff from diverse backgrounds and with diverse identities, at all levels in the organisation. We will not tolerate discrimination on the basis of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disability. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application