Job Description

Position title                           Logisctics Assistant (1)

Reporting to Technically:    Area Logistics and admin officer  

Duty station:                         Jowhar, Hirshabelle, Somalia        

POSITION SUMMARY

Under the direct supervision of the Programme Logistician, be responsible for ensuring and maintaining effective systems that is in line with SOS logistics policy and procedures based on best value for money in price, quality, quantity, delivery time etc.  Actively engage in Procurement and Documentation, preparing of contracts for Suppliers, and provide support to the project staff, and Liaise with Government offices for any necessary documentation.

Main duties and Responsibilities.

Procurement management

a)      To support all projects within the SOS programme in your location by managing order request forms for internal procurements in consultation with area admin/logistic officer as well as facility project PC and line supervisor.

b)      To maintain Procurement Delivery Tracking Sheet for all purchases and delivery of them to the store and to the beneficiaries on daily basis.

c)       Liaise with area admin/logistic officer to follow up with all orders

d)      To ensure that all goods purchased are received by the storekeeper with a goods receiving note 

e)      To negotiate and secure best value and service benefit deals on local procurement and supply requests based on SOS logistics manual criteria.

f)       To update and maintain local vendor lists of your location as per SOS standards and update and maintain local price lists template regularly updated.

g)      Assist that all work-contracts are done according to SOS standard as well as all purchases are done in line with thresholds, paper works and authorities’ requirements of SOS Somalia procurement policy 

h)      Ensure physical receipt and paper works for donations-in-kind from other donor agencies and relay the documents further to the person in charge of finance department in Mogadishu.

i)         make sure that all the payments are done by finance department for local orders, are cross checked against the initial procurement and delivery papers.

j)        Submits requests in good time in order all purchase activities and in good manner.

k)      Arranges cargo deliveries to projects and programs as well as prepares goods receiving notes and other documentation as required.

2.      Store/warehouse management

a)      To ensure that all goods dispatched and received by SOS are recorded in SOS standard templates and are stored and handled well.

b)      To ensure that all the items stored in the warehouses are recorded in SOS warehouse paper works are kept filed as per SOS filing system

c)      To supervise weekly and conduct monthly stock taking as per SOS standards and produce monthly warehouse reports as required.

d)      To manage local storekeeper (s)

e)      To keep up to date records and files on all stocks in soft copy tool of Stock Monitoring Sheet and disseminate store records once a month to all users in your location.

f)       Implement stock management procedures in all project warehouses and stores; ensure that the project supplies are stored and rotated in an appropriate way, ensuring adequate controls are in place and regular stock checks are carried out to validate the systems, and update on a quarterly basis.

g)      Ensure that all your location programme assets are logged on the programme asset register and issued with unique SOS Asset codes.

h)      Maintain tracking system of all equipment issued to the field and that staff are trained in the use and care of equipment issued to them.

i)        Manage the maintenance of accurate filing systems, with documented and supported records of actions for audit purposes

Maintain, record and report all about inventory control of warehousing and suppli

3.WAREHOUSING

• Receiving and checking deliveries to ensure that the correct amount and type of stock is delivered.
• Ensure the storekeeper, sign delivery notes upon receipt of shipments.
• Help storekeepers that warehouse lay out is done properly clean and neat unpacking items and arranging these on shelves, if needed.
• Preparing our clients' orders by gathering and loading stock.
• Assist the storekeeper that the facility remains clean, sanitary, and well-organized.
• Reporting all breakages and spills.
• Offering assistance to other staff in the department during lulls in your day.

1. PURCHASING

a.       In accordance with SOS procurement procedures, undertake and assist effective and timely purchasing of requested supplies and equipments for the projects and offices.

b.      support in completing paperwork and documentation

c.       assist for the review, verification, and reconciliation of procurement documents

d.      Carry out clerical work, including typing, proofreading, and editing documents, correspondence, and reports for the logistics department as assigned

e.       Provide support in the maintenance of electronic filing system for administrative documentation that guarantees swift retrieval of requested documents

f.       Ensuring proper utilisation of all logistical documents; GDN, GRN, SR, Stock cards etc in all programme areas and offices.

g.      Handle the SOS logistics worksheet / track sheet and manage procurement documentation to ensure that all paperwork is complete, suppliers are paid in a timely manner and that all relevant parties are aware of the status of requests.

h.      Assist update on Local potential suppliers and price index on yearly basis.

i.        Obtain information and quotes for procurement processes.

j.        assist the administration of files and relevant documents, including the filing of documents, physically and electronically.

k.      Ensure that quote requests have proper specifications for all goods and services being sought, that quote requests are sent in a timely manner to all relevant suppliers/service providers, that all potential suppliers queries are answered promptly and comprehensively and that quotes and support documents received are properly filed

1. DELIVERING AND RECORD KEEPING

l.     Receiving, checking and timely delivering of supplies to final destinations.

m.    Maintaining up to date paperwork and following the SOS Logistics procedure.

n.      Maintain regular reports on logistic activity, stock balances and out of the store, and up to date stock cards for all items.

o.       Develop and maintain the logistics filing system and document the way it operates.

1. FLEET MANAGENT ACTIVITIES

1. Assist with drivers to ensure that they have the required keeping fit and licenses to operate their specific vehicles
2. Manage the drivers to ensure their duties are fulfilled including log sheets, vehicle maintenances, vehicle cleaning, punctuality, save driving manner etc
3. Ensure each vehicle is in good working condition and has a first aid kit, fire extinguisher, jack and spare tire at all times.
4. Prepare vehicle re-fuel request coupon, file the copy of receipts do recording, monitor the consumption
5. Complete a monthly report on fuel consumed, hours run (SOS owned Cars) and any maintenance carried out;
6. Coordinate all transport movements by liaising with other departments.
7. Maintain a vehicle movement board. Plan all vehicle movements considering security a prime concern.

1. OTHER DUTIES:

a.      Any other duties as assigned by the line manager

Experiences and Qualifications

1. Education: Logistics assistants are required to have at least a High School diploma or equivalent academic qualification plus additional specialized courses or Associates degree in related field.
2. A minimum of 2years’relevant work experience providing a whole range of administration, and logistics services to an organization.
3.  

Skills: Must have knowledge of DOT (Department of Transportation) good understanding or experience of managing drivers and warehouse employees

v  Be able sound driving skill and have valid license, having technical back ground adds extra advantages

1. advanced PC skills and working knowledge of software packages, especially in Microsoft Office applications (Word, Excel, and PowerPoint)
2. must have solid interpersonal skills to interact effectively with the various parties they contact in the course of work
3.  must be well organized, able to work independently, skilled at handling multiple tasks, able to meet deadlines and work in stressful situations
4. Highly developed analytical and problem solving
5. Proven knowledge of computerized systems and demonstrable experience of working with computerized logistics packages.
6. Strong communication skills including the ability to deliver complex and technical messages in simple
7. Fluent in English, and Somali and computer skills (other additional languages is advantage)
8. must have experienced driving skills in manual speed operated vehicles and have valid driving license,
9. Must be trustworthy, work commitment, teamwork, Creativity, honest, zealous responsible, Flexible and adaptable with different circumstances, Excellent communication, facilitation and equipped with interpersonal skills.

Safeguarding Commitment:

“SOS Children’s Villages Somalia holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment, selection and hiring decisions will give due emphasize to assessing candidates value congruence and thorough background checks, police clearance reference check processes. SOS Children’s Villages organization is committed to safeguarding the rights of the children and therefore, is expected that every individual who joins with SOS Children’s Villages Somalia understand his/her responsibility in protecting and keeping children always safe”.

Skills Required

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