Logistics and Administration Officer
Job Summary
Position Description
The Logistics and Administration Officer is responsible for managing the vehicle fleet, assets, warehouse, and storage facilities warehousing and distribution of project resources, drivers, and warehouse staff, to ensure effective, transparent, and accountable logistics support to the implementation of USAID Tunoze Gusoma. He/she is also responsible for liaison with program/technical teams to ensure adequate logistical coordination and planning of program implementation that involves movement of staff and project resources. S/he is also responsible for Handling the physical and administrative tasks involved in the shipping, receiving, storing, and distributing of materials, parts, supplies and equipment. Unpacks and checks goods received against purchase orders or invoices, maintains records of received goods and rejects unsatisfactory items, as necessary.
Accountabilities:
Transport and Fleet:
- Managing and tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
- Manage movement and maintenance of vehicles in good working condition.
- Ensure that vehicles are checked daily, and regularly serviced and maintained based an agreed schedule
- Responsible for administering possible litigations and traffic offenses that may arise.
- Ensure vehicles have current and lawful documentation and equipment (First Aid Kit, Fire extinguisher, Live saver, Spare tires, and Jack)
- Maintenance of service agreements related to vehicle maintenance and fueling.
- Monitor vehicles fuel consumption and submit monthly reports to senior managment
- Receive travel requests and maintain trip schedules and update Staff Movement Board.
- Coordinate with incoming and outgoing travelers for pick-up and drop-off and briefing of drivers on daily movement plan.
- Establish and maintain a list of contact details for preferred service providers on vehicle maintenance.
- Verifies and process all documentation, system transactions and handling requirements associated with all inbound and outbound orders of supplies.
- Works with accounting to ensure all receiving and dispatching documentation for goods are complete and accurate.
Assets Management:
- Maintaining up-to-date control of all assets including tracking details on donor, value, & location, and recording all asset movements and disposals.
- Oversee the issuance and return of assets to/from staff
- Ensure good condition of assets and maintenance of assets record.
- Conduct monthly asset checks and share report with CO assets management focal person
- Conduct bi-annual physical verification of assets as required, document and physical asset verification record report with COP.
- Ensure timely reporting of asset losses and damages using existing reporting templates.
Warehouse and Distribution:
- Enter all new items purchased in asset database and ensure reconciling with purchase orders.
- Maintain physical warehouse and the storage facilities.
- Ensure timely monthly spot check, quarterly and bi-annual stock check and reconciliation.
- Ensure all stock and assets purchased are entered in the database and the Master stock Register.
- Participate in procurement and distribution planning meetings and provide sufficient logistics input in planning
- Support program teams with the distribution of program supplies to beneficiaries in line with FHI360 distribution plan and inventory management policy.
- Prepare and share warehouse stock reports with Operations team on a monthly basis.
Administration and Reports:
- Manages the shipping and receiving of domestic and international packages for the organization.
- Maintain all logistic files in an organized, accurate and up to date manner
- Coordinate, monitor and guide the work of the drivers, warehouse/storage facility staff, casual workers, and any other logistics support by managing performance on an on-going basis
- Produce logistics site report, vehicle cost performance report.
- Update Asset Register and submit to Operations Manager every month.
- Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to Operations Manager per month.
- Comply with all relevant FHI360 policies and procedures with respect to safeguarding, code of conduct, fraud, diversity-equity& inclusion (DEI) and other relevant policies
- Work in close collaboration with the finance, procurement, and administration staff to ensure effective operations and strong team spirit
- Work Closely with the office assistant to maintain office closure/opening and arrange office meetings and facilities.
- Carry out any other tasks required by the line manager.
Applied Knowledge & Skills:
- Demonstrates in-depth understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
- Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
- Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
- In-depth understanding of software used to perform day-to-day functions.
- Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
- Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
- Utilizes program specific terminology.
Problem Solving & Impact:
- Resolves and/or develops recommendations for issues and problems having broad impact.
- Problem resolution may require some analysis of policy and procedures.
- Serves as a resource to others in resolving non-standard issues and problems.
- Errors may be difficult to detect and would normally result in loss of customer business, material, or equipment to resolve.
Education:
Qualifications
- Level of Education: Bachelor’s Degree in Logistics and Procurement, Supply Chain Management, Economics, Business Administration, or related field.
- 5 years of relevant experience working in logistics and procurement on a donor-funded project in an international organization
- Demonstratable sense of responsibility and accountability.
- Excellent organizational & communications skills
- Good proficiency in spoken and written English
- Good computer skills especially in spreadsheet & data analysis (excel & access)
- Ability and willingness to work in fast-paced environments
- Commitment to and understanding of FHI360 aims, values and principles
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
- Ability to lift/move up to 5 lbs.
Technology to be Used:
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
- Less than 10%
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
We offer competitive compensation and a package of exceptional benefits. Please visit the FHI 360 Career Center at http://www.fhi360.org/careers for a list of all open positions.
FHI 360 is an employer with equal opportunity and affirmative action. FHI 360 is committed to providing equal employment opportunities regardless of race, color, religion, gender, sexual orientation, national or ethnic origin, age, disability or veteran status in policies, programs, or activities.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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How to apply
All qualified candidates should submit their applications by using the” Apply for this job” button below by the 16th September 2022.
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