Logistics Assistant 106 views

Internal/External

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IR/INT/EXT/VN/036.24
July 19, 2024

Post Title:                      Logistics Assistant

Reported to:                  Project Manager

Duty Station:                Oromia Regional State, Chiro

Required:                       One

Salary:                             As per the organization scale

Introduction

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Jigjiga, Hargelle, Elkere, Bare, GG and Dekasuftu, Afar Regional State; Ewa, Awra and Gulina; Oromia regional State, West Harergeye, Chiro and Meayso Woredas and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us.

General Responsibilities: 

Under the direct supervision of the Project Manager, the incumbent will is responsible for managing staffs, handling employee grievances, managing staff benefit, Managing staff Annual leave, purchasing, transportation, stock control, warehousing, and ensuring structures are in place to monitor the flow of goods and materials.  S/he coordinates utilization of vehicles, creates routes, supervises drivers, coordinates routine maintenance, and monitors proper utilization of respective budget. Besides, s/he is responsible for managing the provision of clerical, typing, cleaning, security, reception, and other support services for a group of staff in an office or unit or the entire organization.

Key Responsibilities;

1. Maintaining official purchase orders after receiving & verifying purchase requisitions, obtaining authorized signatures and certification for accuracy.
2. Follow up Purchase Orders, ensure that orders have been received and that delivery is as specification. Examine condition of items received informing the defective items.
3. Ensures that adequate and suitable storage space is available for incoming commodities/goods, warehousing, trucking fleets.
4. Ensures that proper and up-to-date inventory of all incoming and outgoing commodities/goods is maintained.
5. Ensure activities meet with and integrate with Islamic Relief’s requirements for quality management, health and safety, legal stipulations, environmental policies and to be sensitive and understanding to the Islamic Faith & Culture.
6. Ensuring that the purchase request & receipts are in the same order, regularly update store using bin cards; prepare dispatch notes, ensure the return of the dispatch notes,
7. Ensure the inventory records are update upon the arrival of new asset and report to the Senior Nutrition Project Officer; ensure the completeness of the store records, periodically monitoring the store movements.
8. Ensure that office equipment & furniture aren’t moved from place to place; make follow up; assist in ensuring custodianship of fixed asset per each staff
9. In consultation with the Area Coordinator, the Logistics and Admin Officer handle employee grievances, disciplinary issues and other administrative problems according to IR policies and procedures and on staff rights;
10. Manage personnel activities with the technical advice of the HR Coordinator at CO level.
11. Prepare staff annual leave plan, make ready replacements for staff going for leave in advance when applicable and help employees to go to leave as per their plan; Maintain up-to-date record of annual leave and other leaves;
12. Manage and Maintain records of staff benefits including medical benefits, leave balance, acting allowances etc. and advice the concerned.
13. Ensures that request for annual staff appraisal is sent before the year ends, follow up on timely submission of the appraisals so that employee’s contracts will be renewed or terminated at the beginning of the next budget year; and Coordinates and supervises the compilation of work performance reports of project area offices in IR.
14. Ensures timely availability of vehicle for office need, maintaining the quality, cost as per the standard checklists developed and staff vehicle request are well-organized and coordinated.
15. Ensures the adherence of IR vehicle management policy, driver rules and regulation are maintained, vehicle service time and maintenance schedules are followed.
16. Ensures that IRE vehicles are properly maintained through either contracted private services or qualified agency employees and are used for official business, carrying only authorized personnel and no use of vehicles after-work hours.
17. Ensures the annual inspection of vehicles, secures insurance coverage; ensures the availability of IR logo on the vehicles and on rented vehicles;
18. Provides/facilitates logistical support for staff travel arrangements during internal and external travel.
19. Reviews vehicle log sheet, periodically services vehicles at CO and project offices, and produces monthly fuel consumption report.
20. Performs any other duties as may be assigned.

Reporting

1. Compile periodical data related to store inventory and logistics support report maintaining with required quality.
2. Support periodical asset inventory,
3. Compile periodical data related to HR Activities
4. Perform other duties as required by the office.