Logistics Assistant at Right To Play Rwanda : Deadline : 05-01-2021

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LOGISTICS ASSISTANT

I.    BACKGROUND:

Right To Play is a global organization that protects, educates, and empowers children using all forms of play – games, sport, poetry, performance, dance, art, and music. We work with children in some of the most difficult and dangerous places on earth, empowering children with the knowledge and skills to drive change in their lives, their families, and their communities. In 2019, Right To Play transformed the lives of 2.35 million children in 15 countries around the world, working in collaboration with teachers, governments, communities, and parents.

Right To Play is headquartered in Toronto, Canada, and has operations in North America, Europe, the Middle East, Africa, and Asia.

The Rwanda country office is currently recruiting for a qualified and self-driven candidate to join a team of professionals in Rwanda as Logistics Assistant.

II.     JOB SUMMARY 

 The Logistics Assistant reports directly to the Logistics Officer where applicable and is responsible for the proper implementation of logistics procedures in all Right To Play programs. He/she is the technical focal point for procurement and transport.




III.    SUPERVISORY AND ADVISORY RESPONSIBILITIES

(A)    DIRECT REPORTING LINES

Job title              

Number of Employees per Job Title

Driver

If delegated by the Logistics Officer

 
(B)    INDIRECT TECHNICAL REPORTING LINES

Job title              

Number of Employees/Volunteers per Job Title

NA

 (C)    INDIRECT ADVISORY RESPONSIBILITIES 

NA
III.     RESPONSIBILITIES                                                                                                                                Time%

In accordance with Right To Play (RTP) approved policies and procedures, the incumbent:

1.

Supply chain and procurement

  • Generates and updates the list of preferred suppliers; orders and prepares contracts, procures items from local suppliers or elsewhere as appropriate.
  • Procures and manages office supplies such as stationery, cleaning material, and catering supplies.
  • Keeps clear and well-documented files and well-organized archives on operations: ledgers, requisition orders, release orders, stock/bin cards, stock reports, loss adjustment reports, physical inventory.
  •    Receives inventory and provides timely, accurate stock and inventory reports including equipment tracking reports for management information and donor reporting purposes.
  •  Ensures that RTP assets are received, coded, and registered in the assets register and ensures disposal of RTP assets are carried out according to existing policies and specific donor rules.
  • Manages relationship with vendors, suppliers, and contractors to facilitate the flow of services.

45%

2.

Building management

  • Maintains all office buildings and provision of utilities, highlights facilities and maintenance needs, and coordinates with services providers.
  • Ensures servicing of generators and monitor fuel consumption.
  •  Follows up on leases for all RTP buildings.

20%

3.

Fleet management and office support

  • Plans and coordinates the procurement of equipment and motor vehicle spare parts.
  • Ensures that daily and weekly vehicle and stand-by generator inspections are performed and that regular servicing is carried out.
  • Facilitates the repair or recovery of vehicle and generator breakdowns when required, including repair/recovery outside of working hours; follows up on periodic services of the vehicles.
  •    Ensures the annual inspection of vehicles as per the procedure of the country.
  • Prepares quarterly and annual reports on the vehicle performance i.e. mileage covered and the unit and total cost incurred for each vehicle.
  •  Plans and provides all transportation services such as travel arrangement, booking and ticketing, visa applications, vaccinations, hotel, and taxi booking, travel allowances, and expense claims for programme team as well as other RTP staff in line with the stipulated transport request procedures.
  •   Follows up with staff members regarding safety issues to ensure RTP standard regulations and security are followed and properly implemented.
  •   Follows up with IT provider for maintenance of office computers.

10%

4.

Conference and events management

  • Assists with negotiations for space contracts and books event space, arranges food and beverage, orders supplies and audio visual equipment, make travel arrangements, orders event signs, and ensures appropriate décor to meet the quality expectations of the event.
  • Conducts research makes site visits, and finds resources to help staff make decisions about event possibilities.
  •    Keeps track of event finances including check requests, invoicing and reporting.

10%

5.

Team management

  •   Supervises and monitors all drivers in their daily duties such as daily vehicle inspections, preventative maintenance reporting, logbooks, cleaning of vehicles, and adherence to safety.
  • Ensures that the direct reporting team are familiar with their roles and responsibilities within their individual job profiles and provides all coaching and support to build their capacity.
  •  Carries out the performance appraisal of the direct reporting team.

10%

6.

Performs other duties as assigned.

5%

IV.    PLANNING AND ORGANIZING
The incumbent is expected to come up with day to day plan in line with the country’s work plan. However, the incumbent is expected to respond to urgent matters as directed by the Supervisor.

V.     MINIMUM QUALIFICATIONS (Must have)

(A)    EDUCATION/TRAINING/CERTIFICATION

  Diploma in procurement, supply chain management or other related disciplines

(B)    EXPERIENCE

   2 years’ experience in procurement and/or logistics at the national or international level.

(C)    COMPETENCIES / PERSONAL ATTRIBUTES

    • Excellent organization and communication skills
    • Ability to work independently and
    • Ability to work well under tight deadline
    • Integrity and details focused
  • Excellent research and negotiation skills
  • Ability to manage a team and provide feedback

(D)    TECHNICAL SKILLS

  • Proficiency in use of Microsoft applications, including Excel, Word
  • Understanding of quality control processes
  • Ability to use automated procurement systems
  • Experience of fleet management
  • Written and oral communication skills
  • Skilled in record keeping and documentation

(E)    LANGUAGES

Fluency in spoken and written English and local language(s).

VI. DESIRED QUALIFICATIONS (An Asset)

 Previous work experience with an I/NGO

VII. JOB CONTRIBUTIONS/IMPACT 

(A)    PROBLEM SOLVING 

The incumbent is expected to deal with day to day work issues independently. Seeks the supervisor’s guidance when dealing with unusual situations.

(B)      FINANCIAL IMPACT

 Failing to check and compare prices provided by suppliers and services providers may have negative implications on RTP financial aspects in the country of operations.

(C)    INFORMATION MANAGEMENT   

 The incumbent is expected to keep information, records, data, and files related to procurement in a safe place and share the information only with the authorized level.

(D)    CONTINUOUS IMPROVEMENT 

 The incumbent is expected to propose new ideas to improve the event planning and implementation process as well as procurement processes.

 (E)    RELATIONSHIP MANAGEMENT 

The incumbent is expected to enhance relationships with all staff in the country office. The incumbent is expected to maintain good relationships with suppliers and service providers.

VIII. CONTACTS/KEY RELATIONSHIPS

(A)    Internal

The country staff.

(B)    External 

Suppliers, contractors, and services providers.

 IX. WORKING CONDITIONS

(A)    PHYSICAL ENVIRONMENT AND EFFORT 

 The incumbent will work in an office environment for the majority of the time.

(B)    SENSORY DEMANDS

 The incumbent’s job requires concentration and attention to accuracy.

(C)    MENTAL DEMANDS

 The incumbent’s job requires attention to deadlines.

X. APPLICATION PROCEDURE

If you are interested in applying for this position, please send your CV and application letter to: jobs@rumaconsult.com and kindly include “Logistics Assistant” in the subject line. Whilst this position is open until filled candidates are advised to submit their application not later than 5:00 pm on 5th January 2021.

While we thank all applicants for their interest, only those selected for interviews will be contacted. Right To Play is a child-centered organization and our recruitment and selection procedures reflect our commitment to the safety and protection of children in our programs.

 To learn more about who we are and what we do, please visit our website at www.righttoplay.com.





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