Logistics Assisant - Procurement - Filtu

POSITION OVERVIEW

The Logistics Assistant is responsible for overseeing day-to-day procurement activities, fleet management, warehouse management, and general logistics needs related to programmatic activities of the field office. This position will mainly focus on supporting with daily movement of vehicles, minor procuremnt takes place at the field office, and warehousing management as details outlined below. Position holder directly report to the Logistics Officer of Chereti field office.

KEY RESPONSIBILITIES AND DELIVERABLES-FLLET MANAGEMNT

• Plan monthly transportation activities in line with future deliveries of supplies to sites and passenger movements.
• Monitor all vehicle movements, and when incidents occur ensure immediate (verbal) reporting procedures (and written when necessary) are followed. Always disseminate lessons learned to drivers and other relevant staff.
• Ensure the proper use of vehicle logs sheets, checklists, and waiver forms by drivers, collecting them and filing them accurately, for future reporting needs.
• Regularly check and ensure that all legal as well as FHI360 standard vehicles and drivers’ documentation is in place, up to date, and valid always.
• Ensure all base office vehicles are clean and tidy, and roadworthy and they comply with the optimum security / safety standards.
• Ensure base office vehicles (both rental & owned) are equipped with the appropriate equipment (Rainy season equipment/ tools/ first aid kits & fire extinguishers).
• To ensure that vehicles carrying cargo for the project sites are in advance loaded and their roadworthiness and equipment is checked to ensure safe and problem free travels.
• To organize vehicles and loading / offloading of cargo as well as its transportation from the suppliers whenever required.
• Ensure that vehicles and generators timely standard service schedules are strictly carried out and records are kept.
• Carry out periodic reviews of road conditions, report travel related security risks to the line manager and offer advice to programs’ staff regarding travel.
• Maintain a system of mechanics regular visits (roving) in the country projects for preventive maintenance exercises and assessment on fleet & generators conditions.

KEY RESPONSIBILITIES AND DELIVERABLES-PROCUREMNT MANAGEMNT

• Ensure all FHI360 procurements are always completed according to procedures, and within the minimum timeframes stipulated for each of the procurements.
• Liaise closely with the Senior Logistics officer and the Logistics Coordinator as well as the Finance/Administration Manager for local any procuremnt.
• Carry out procurements including getting quotations, preparing purchase orders, contracts, negotiations, dealing with vendors, checking legal requirements etc.
• Guide the management on local legal issues regarding procurements and contracts.
• Keep records and maintain contacts with suppliers and conduct price comparisons to get the best value for money. Keeps a vendor database up to date accordingly.
• Identify potential, credible, and competent vendors for FHI360 to deal with and do town run for quick procurements and coordinate FHI360 procurement with vendors and contractors.
• Keep proper record of invoice receipts, requisitions, purchase order forms, waybills, and all other documents.
• Coordinates and reports with finance department for all advances and payments due to suppliers.
• Ensures tracking and reporting of all procurement activities through the daily updating of the Requisition Follow Up and sharing this with managers and programs every week.
• Liaising with other FHI360 offices on procurement issues and handle all procurement related issues addressed to the Mekelle field offices.

KEY RESPONSIBILITIES AND DELIVERABLES-WAREHOUSE MANAGEMNT

• Supports in checking the quantity and quality of goods received from suppliers and other organizations and reporting any discrepancies or damage immediately.
• Creates/updates stock cards for all stock items in a timely manner immediately following receipt and after issuance of goods. Ensures all required information are correctly and entirely recorded on the stock cards.
• Organizes and correctly stores goods and assets in warehouse, making sure items are identified and are easy to get to.
• Supports in preparing outgoing goods with proper packing and labelling of freight.
• Collaborates with the program teams to organize and send cargo to the field.
• Supports in the close monitoring of stock levels and storage conditions.
• Update’s asset register participates in a physical stock inventory check annually and as needed. Works to prevent stock discrepancy (theft and damage).
• Supports the proper maintenance of all assets and equipment and reports defects.
• Supports timely disposal of damaged and obsolete items; generates asset disposal reports.
• Prepares documentation to track the movement and change of status of assets.
• Keeps filing system for assets up to date.
• Contributes to weekly and monthly inventory and asset reports, yearly assent count report.
• Other relevant duties as assigned.

DESIRED QUALIFICATIONS

• 1-2 years of experience providing logistic in an office setting.
• Degree in Procurements and Logistics or related field. Vocational
• Prior work experience in a non-governmental organization (NGO) desirable but not required.
• Familiarity with donor-funded procurement rules and regulations is an advantage.
• Fluent in local language and Basic in English.

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.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

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.

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