Logistics Assistant - Procurement - Filtu

Employer: FHI 360

Job Time: Full-Time

Job Type: Contract

Place of Work: Filtu - Ethiopia

Salary: Attractive

Posted date: 6 minutes ago

Deadline: November, 11/2024 (7 days left)

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 the daily movement of vehicles, minor procurement taking place at the field office, and warehousing management as details outlined below. The position holder directly reports to the Logistics Officer of the Charity field office.

Duties and Responsibilities

KEY RESPONSIBILITIES AND DELIVERABLES-FLEET MANAGEMENT

• 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 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).

• Ensure that vehicles carrying cargo for the project sites are in advance and their roadworthiness and equipment are checked to ensure safe and problem-free travel.

• 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 of fleet & generator conditions.

KEY RESPONSIBILITIES AND DELIVERABLES-PROCURE-MNT MANAGEMENT

• 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 procurement.

• 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 do town runs for quick procurements, and coordinate FHI360 procurement with vendors and contractors.

• Keep proper records of invoice receipts, requisitions, purchase order forms, waybills, and all other documents.

• Coordinates and reports with the 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 handling all procurement-related issues addressed to the Mekelle field offices.

KEY RESPONSIBILITIES AND DELIVERABLES-WAREHOUSE MANAGEMENT

• 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 promptly immediately following receipt and after issuance of goods. Ensures all required information is correctly and entirely recorded on the stock cards.

• Organizes and correctly stores goods and assets in the warehouse, making sure items are identified and are easy to get to.

• Supports in preparing outgoing goods with proper packing and labeling of freight.

• Collaborates with the program teams to organize and send cargo to the field.

• Supports 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, and yearly assent count reports.

• Other relevant duties as assigned.

Job Requirement

• 1-2 years of experience providing logistics in an office setting.

• Degree in Procurements and Logistics or related field, Vocational

• Prior work experience in a non-governmental organization (NGO) is desirable but not required.

• Familiarity with donor-funded procurement rules and regulations is an advantage.

• Fluent in local language and Basic in English.

How to Apply

Apply using THIS LINK