Administration & Logistics Manager

Logistics & Procurement

Overview

Manage warehouse operations and coordinate logistics effectively.

You have:

• A bachelor’s degree in logistics management, supply chain management, business administration, economics, management, or a related field is required.
• 3-5 years of experience in logistics coordination, administration, warehouse management or a related field.
• Practical on-hand experience in Managing Goods in Kind (GIKs) in a humanitarian context.
• Field level experience in GIK/warehouse/inventory, system-based supplies management for INGOs in international development and emergency programmes.
• Thorough knowledge of MS Office and use of Microsoft Advanced Excel.
• Familiarity with workplace safety regulations, Occupational Safety and Health Administration (OSHA) standards, and compliance requirements.
• English language proficiency is required.
• Quarterly Field Visit Travel required.

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)Job Description:

Management of warehouse operations and maintenance of documentation and record-keeping for both general items and pharmaceutical stores

• Team Management: Lead and oversee warehouse personnel, including recruitment, training, and performance evaluation.
• Supervising all facets of warehouse management, focusing on the safe, efficient, and compliant storage and distribution of both general items and pharmaceutical supplies at the country office level.
• Acknowledge receipt of Internal Requests or Stock Requests.
• Coordinate the receipt/dispatch of items, to ensure accurate recording, accounting, and reporting is always available to support decision-making.
• Control loading plans submitted by storekeeper(s) and ensure that Commodity Waybills & Packing list are duly completed.

Implement and deploy the Item Tracking System (ITS) to enhance quality inventory management controls.

• Lead the roll out of a the ITS unified system that can track food, NFI, and GIK shipment items.
• Implement a standard requisition process for requesting and approving transfers of food, NFI, and GIK items.
• Support for periodic and ad hoc inventory checks and updates to reconcile any discrepancies between book values and physical inventory.
• Oversee that all waybill details are generated by the system.
• Ensure quality of field pharmaceutical supply chain, including storage, export/import, distribution, medicines management within healthcare facilities; healthcare waste management, controlled drug management, etc.

Leadership in administrative functions, liaison, coordination, travel management, guest management, facilities management, and assets management

• Collaborate in developing strategies and plans to ensure that the administration function is defined and equipped to support Country Strategic priorities effectively.
• Manage and facilitate support for (WVI) guests in obtaining immigration visas, work permits, and other necessary documentation. Arrange local and international flights and hotel bookings according to approved travel plans.
• Guest Management: Ensure the provision of suitable accommodation and meals for (WVI) staff and visitors at hotels and guest house.
• Oversee Facilities Management
• Ensure that all asset transactions are accurately recorded in the asset register with comprehensive details.

Lead the annual carbon reporting for the NO as the Carbon Reporting Lead.

• Complete the NO Current Carbon Footprint Assessment
• Define the boundaries and scope of the assessment (e.g., direct emissions from office operations, indirect emissions from purchased electricity and business travel).
• Develop the Baseline Emissions: Quantify the current carbon footprint using metrics like CO2 equivalent (CO2e) emissions.
• Determine the Data Sources: Specify the data sources and methodologies used for calculating emission.
• Define key performance indicators (KPIs) to track progress towards emission reduction goals (e.g., annual emissions reductions, energy savings

Warehouse Oversight in Compliance with Occupational Safety and Health Administration (OSHA) Standards

• Prepare storage plans prior to plan medical and non-medical commodities arrivals.
• Centralise the filing of following documents: Goods Received Note, Stock Card, Cargo Manifest/Waybill, Packing List, Stock Request, Internal Request, and certificate of the items.
• Internal inventory checks are conducted, and appropriate records accurately kept.
• That Year-end inventory counts exercise is conducted and provide accurate reports.
• Managing the casual workers during loading and unloading and ensuring their payment is done on time.

Management of personnel and budgetary responsibilities

• Collaborating with senior management to establish an annual budget for warehouse operations, including staffing, equipment, maintenance, and other expenses.
• Monitoring expenditures to ensure they align with the approved budget, identifying cost-saving opportunities, and controlling expenses within set limits.
• Providing regular reports on budget performance, variance analysis, and financial forecasts to senior management.
• Ensuring adequate staffing levels to meet operational demands, creating work schedules, and managing overtime effectively.
• Setting performance goals, conducting regular performance reviews, and providing feedback to direct reports / employees.

Capacity development and training initiatives

• Identify team capacity building opportunities, promote, and conduct training and other development activities for staff on Warehousing, Storage and Inventory Management Policies, Processes, and Systems
• Provide support to local partner organizations, to assist them in meeting the medical supply chain requirements of their partnership agreements with WVI such as best practices in Warehousing, Storage management, medical stock management and distribution.
• Support recruitment of Warehouse staff through the effective utilization of the WVI
• Conducting or overseeing training programs for warehouse staff to ensure they are competent in their roles and comply with safety regulations.
• Coordinate training and maintain training records.

• KNOWLEDGE, SKILL, AND EXPERIENCE

  Required Education, training, license, registration, and/or

  Certification

  A bachelor’s degree in logistics management, supply chain management, business administration, economics, management, or a related field is required.

  3-5 years of experience in logistics coordination, administration, warehouse management or a related field. At this level, candidates should have experience supervising a team, managing inventory, optimizing warehouse layouts, and implementing safety protocols.

  Practical on hand experience in Managing Goods in Kind (GIKs) in a humanitarian context.

  Field level experience in GIK/warehouse/inventory, system-based supplies management for INGOs in international development and emergency programmes

  Required Professional Experience

  Skills and Knowledge:

  Inventory Management: Understanding inventory control, stocktaking, tracking, reporting, and managing stock levels efficiently.

  Logistics and Supply Chain: Knowledge of transportation, logistics planning, and supply chain management principles.

  Safety and Compliance: Familiarity with workplace safety regulations, Occupational Safety and Health Administration (OSHA) standards, and compliance requirements.

  Thorough knowledge of MS Office and use of Microsoft Advance Excel

  Required Language(s)English

  Required travel and/or work environment accommodations

  Quarterly Field Visit Travel

  Position’s physical requirements

  Physically fit in good health situation

Applicant Types Accepted:

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: wvi.org