Logistics Officer

Logistics & Procurement Programme & Policy

Overview

Manage fleet operations and IT systems effectively.

You have:

• Degree or Diploma in Logistics, Supply chain management or a related field.
• Minimum 3 years of experience in Logistics or fleet management.
• Proficiency in standard Logistics software.
• Strong organizational and communications skills.
• Ability to maintain accurate records, collect and analyze data.
• Ability to work independently with minimum supervision.
• Excellent data analysis and reporting skills.
• Proficiency in Microsoft packages (Excel, Word, PowerPoint, Outlook).
• Basic Knowledge of IT an added advantage.

Description

Name of the position: Logstics Officer

Location: Mongu

Contract duration: One Year

Start Date: January 2025

Line Manager: Logistics Manager

Application deadline: Applications will be reviewed as they come in and may close at any time, depending on the number received.

Please note that due to the high volume of applications, candidates may receive feedback up to 2 months from the date of application.

Salary: Candidates will be informed about the salary range in the beginning of the recruitment process

People in Need (www.peopleinneed.net) works in Zambia since 2017 delivering lifesaving and development assistance to vulnerable people in the sectors of nutrition, livelihoods, WASH, environment and good governance. We are part of Alliance 2015, a strategic network of seven European non-governmental organizations engaged in humanitarian aid and development projects. Lear more here: www.alliance2015.org

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

Position Summary

The Logistics Officer will be primarily responsible for managing our fleet and supporting basic IT and asset management. This role involves overseeing fleet operations, ensuring effective use of IT systems, and maintaining asset records. The officer will supervise drivers and promote best practices among staff for fleet and asset management in the Zambia Country Program. Key duties include utilizing PIN systems to enhance the efficiency of fleet management.

Main Duties and Responsibilities

Fleet management:

• Supports Programme staff in field trips weekly planning;
• Implements and supervises usage of tools for effective fleet management – movement planning, electronic logbooks, maintenance and fuel logbooks, Power BI;
• Refueling of PIN and Rented Vehicles.
• Critically reviews and approves all trips and related costs in Navision;
• Monitors the movements in the field, requires regular reporting by drivers;
• Prepares fleet reports for the line manager/CD;
• Follows up on information in PowerBI and communicates to HQ Logistics in case of any discrepancies.
• Critically assesses data and takes appropriate actions when the data is not correct or display irregularities, suggests and implements improvements;
• Ensures routine and preventative maintenance of the vehicles and motorbikes (incl. identification of reliable service and spare parts providers;
• Follows up on rental vehicles, contracts with rental companies, training of drivers, checks of the cars;
• Provides directly and/ or organises external trainings for drivers (defensive driving, 4x4 wheel driving
• Ensures all PIN staff adheres to PIN safety driving regulations;
• Supports in updating Movement SOPs

IT , Asset and communication management:

• Ensures stable work of all the equipment on the mission: server, laptops, phones, Thuraya, solar panels, TV, projector etc;
• Provides software support: Windows/Office installation and activation, software updates, email groups management;
• Ensures that all contracts with communication suppliers are signed on time and invoices are paid;
• Ensures that airtime and mi-fi is purchased on-time and distributed among the staff;
• Communicates with HQ IT department when needed.
• Works on optimising the internet network connections at PIN offices and guesthouses;
• Ensures that all assets are registered in Navision, changes tracked, and regular inventories are conducted;
• Ensures that handover/liability protocols are signed and archived for every asset immediately after purchase;
• Provides induction to new employees and shares important news, updates and information with all PIN staff as necessary

Other responsibilities:

• Reports to LM on a weekly basis;
• Ensure that relevant logistics tools are timely updated and maintained correctly;
• Prepares reports for the fleet on monthly basis.
• Other tasks assigned by the line manager.

Team Management:

• Participates in interviews for new drivers.
• Induction of new drivers and capacity building of drivers.
• Conducts bi-annual evaluation of drivers.

Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)

• Carry out the duties in accordance with the PIN Code of Conduct and Key policies
• Participate in training and awareness raising (CoC and KP, Safeguarding…)
• Support in the implementation of Safeguarding measures throughout the employment
• Create and maintain a fulfilling and protective environment

Benefits

EMPLOYMENT CONDITIONS

• 24 annual leave per year

• Contributions of Health Insurance (Nhima) as by Law.

• Accident insurance for all injuries during work time.

• National pension scheme contributions as by law

• Extensive Capacity Building program, both internal and external trainings - Induction training.

• internal online opportunities, such as access to e-learning platform and webinars

• Month contribution for phone tariffs

• Annual Staff retreat

• International environments with opportunities to learn from other country programs

• Paternity leave of 5 days and maternity leave of 14 weeks

• Breastfeeding breaks for nursing colleagues

• Per diem for working and sleeping outside of duty town depending on the location.

• Friendly and fair environment in small collective structure where everyone knows each other.

• We have lunch break with meals available at the office (Mongu Office)

• 2 health breaks per day.

• Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries.

Requirements

Required Skills, Experience and Behavioural Competencies:

• Degree or Diploma in Logistics, Supply chain management or a related field.
• Minimum 3 years of experience in Logistics or fleet management.
• Proficiency in standard Logistics software.
• Strong organizational and communications skills.
• Ability to maintain accurate records, collect and analyze data.
• Ability to work independently with minimum supervision.
• Ability to collect and analyze data.
• Excellent data analysis and reporting skills.
• Proficiency in Microsoft packages ( Excel,Word,Powerpoint,Outlook).
• Self-starter and motivated, ability to plan and organize work independently.
• Basic Knowledge of IT an added advantage.

People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need Code of Conduct and key policies (available at: www.peopleinneed.net/key-policies-4142gp ). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

Are you interested in joining us? Please apply in the link below. Send us your cover letter and CV which includes the contacts on your referees. Ideally, we need the name and email of your two previous line managers and one of HR.

Please note that PIN never ask for exchange of material, services or money for employment.

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: peopleinneed.net