Administration & Logistics Officer-1

Logistics & Procurement

Overview

Manage logistics and administrative tasks for the organization

You have:

• Proven experience in logistics and administration roles in similar organizations.
• Strong understanding of inventory management best practices.
• Excellent organizational skills and ability to manage multiple tasks effectively.
• Ability to engage with suppliers and coordinate logistics operations.
• Strong attention to detail for documentation and reports.
• Proficient in using electronic filing and reporting systems.
• Ability to work effectively under pressure and meet deadlines.
• Bilingual proficiency preferred, in locally spoken languages.

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 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Logistics: timely delivery of goods/ commodities to the NO and AP.

• Arrange and ensure timely delivery of goods/commodities to the NO and Area Programs by either air, sea or land. Ensure con note and other required documents are provided to the PSSM/PSSS for AP deliveries.
• Notify the PSSM/PSSS in all situations where materials will not be delivered in the timeframe that was anticipated and ensure a contingency plan is in place for completion of the deliveries.
• Establish system for tracking materials movement of goods.
• Preparing shipping and customs documents for inbound imported goods and obtaining necessary clearances from Customs Agents or from Post PNG. (Facilitate Customs duty exemption).
• Inspection of arrival of goods and delivery/transport to warehouse or point of destination.
• GRN, photos, delivery dockets, BOL and other documentation in place after joint physical verification is carried out and confirmed that quantities and specs of items are correct.

Warehousing: proper and safe storage of goods and commodities

• Ensure monthly reports are obtained from the APs on the condition of the warehouse containers;
• Ensure containers are secure and have proper storage facilities/shelves to stack goods;
• Coordinate with the PSSM/PSSS for the arrival of large volume or valued items and ensure adequate space is available for storage.
• Ensure containers at the NO and AP are in good condition and well maintained.

Stock inventory: up to date inventory reports of items/commodities at the NO and APs.

• Maintain accurate up-to-date stock inventory records and coordinate with the PSSM/PSSS to submit monthly stock sheets and NFI, GIK inventory reports to the GSM.
• Perform monthly stock inventory for the NO warehouse containers particularly NFIs and keep up to date records, this is shared with the GSM.
• Coordinate with the AP Logistics Officers to ensure all stock sheets for office supplies are in place (stationary, kitchen, cleaning, etc). Logistics Officer will be the person responsible for management of stock inventories at the NO in coordination with the Admin Coordinator.
• Report any discrepancies or variances on the stock take to the GSM for appropriate action;
• Ensure storage areas and boardrooms/meeting rooms are clean, tidy, well organized, adequately resourced and well maintained.

Assets management: up to date recordkeeping or management of all program and department assets

• In coordination with the GSM, the Logistics Officer is responsible for carrying out physical inventory for fixed assets on a quarterly basis and providing information to GSM. This includes inventory of IT equipment at the IT storeroom, in coordination with the ICT dept.
• Coordinate with the PSSM/PSSS for submission of quarterly physical inventory reports to be submitted to the GSM.
• Coordinate with the GSM or PSSM/PSSS to investigate any discrepancies or incidents relating to assets.
• Coordinate with the PSSM/PSSS for assets recommended for disposal and put forward to the BC for approval. Logistics Officer will be responsible for providing disposal list of items at the NO to the BC.
• Responsible to carry out auction of disposed items when required.
• Ensure proper record keeping of assets inventory reports are in place.

Administrative services: support the GSD team with admin tasks when required.

• Responsible for receiving goods for the NO and raising of GRN.
• Submit photo, GRN, delivery docket and other documents required to the Admin Coordinator.
• Oversee inventory of office items (stationary, kitchen items, cleaning detergents, hand sanitizers, etc) for the NO and ensure stock levels are kept at a maximum level.
• Supervise office support staff (cleaners) in ensuring office areas are stringently cleaned, cleaning log sheets signed off and proper sanitization practices/procedures are strictly adhered to by the support staff.
• Ensure storerooms are neatly organized and stock cards in place. Coordinate with the Admin Officer for replenishment of items.
• Ensure printers at the NO have adequate stock of toners, paper and machines are functional.
• Coordinate timely maintenance and up keeping of the office with external service providers.
• Any other admin support required by the GSM and GSD team.
• Lead and facilitate administrative and logistical support for all program travel, accommodation, events and activities. This includes program partners from NDOH, PHAs and other NGOs as sub recipients of the Global Fund Grant
• Oversee administration, procurements and operational support to Key Population Advocacy Consortium (KPAC) as Implementing Partners of the Global Fund Grant. This includes but not limited to ensuring rentals, lease and other office running costs are paid on time. Facilitate travel, accommodation and conference arrangements, monthly/ quarterly office operational support etc...
• Timely submission of Consultants' invoice, including keeping an up-to-date payment tracker, close follow up with Finance to ensure invoices are processed on time.
• Work closely across other operations teams (Security and Transportation Finance) for clearance for travel and per-diems
• Organize payment requisition for service providers in line with procurement guidelines
• Assist in the coordination of offsite meetings and events
• Assist with onsite meeting requirement for in-house room bookings and catering requirements.
• Maintain inventory and assist with the procurement of stationery and office cleaning suppliers
• Support the Logistics and Administration supervisor by reporting any faults or issues relating to the office for repairs and maintenance for KPAC.
• Liaising with suppliers and service providers to ensure goods and services are rendered on time.
• Maintain an accurate and up-to-date electronic and manual filing systems for all records/documents and correspondences for safe storage and easy retrieval.
• Manage day-to-day office expenditure, including acquittals
• Maintain confidentiality around sensitive documentation and information
• Perform other duties as required by supervisors and program managers
• Maintain stock of project supplies and initiate procurement when necessary, ensuring timely delivery including requests from SRs and other partners as well
• Liaising with suppliers and service providers to ensure goods and services are rendered on time.
• Collate, file and submit expenses or invoices expenses

Applicant Types Accepted:

Local Applicants Only

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: wvi.org