Job Description

Position title       :            Logistic Assistant (4)

Reporting to       :            Admin/Logistics Officer

Location               :            Baidoa,Burhakaba,Berdale and Qasaxdere

Job summary:

Working under the direct supervision and guidance of the Area Office Admin and Logistics Officer, the logistics assistant is accountable for managing procurement, fleet, and warehouse needs for the project implementation in all the Locations. He/She is expected to support all tasks related to procurement activities in the Area office such as planning, processing, analyzing delivery, and reporting.  The employee will also perform a variety of administrative and routine tasks and does the Logistics duties when the Logistics Officer is not on duty.

Responsibilities:

Procurement:

• Upon receipt of Requisitions, prepare Request for Quotation and Single Quote Documents
• Update Procurement Tracking Sheet every day and submit to Logs Officer on weekly to review and subsequently circulate to all head of departments and management at the end of each month.
• Prepare temporary and casual contact in consultation with Logs and Procurement Officer.
• Prepare Purchase/Service Orders and contracts in the Procurement process.
• Prepare Goods Received Note when the Supplies are received
• Prepare Certificate of Completion when the Service or work is completed.
• Ensure finalized procurement documents are timely scanned and submitted to Finance Department for payment
• Ensure proper filling system in the procurement office by organizing and updating all procurement files
• Help in facilitating and reservation logistics for location conferences, meetings and workshops
• Assists in clearance and forwarding issues
• Performs any other duties as assigned by the supervisor

Fleet management

• Work closely with the Area Logistics Officer to maintain and repairs all vehicles under the projects by doing regular inspections
• Work closely with the Area Logistics Officer to prepare and implement a schedule of preventive maintenance tasks such as oiling and greasing which need to be carried out at regular intervals.
• Ensure that the vehicle logbooks for the Area vehicles are properly filled and kept safely
• Assist in ensuring that the quality of vehicle management and allocation of drivers for daily movements, missions, and picking visitors at the airport are regularly planned and executed.
• Ensure good archiving system with all procurements documents.
• Manage daily vehicle movement for the Area, projects and Office needs.
• Prepare monthly fleet monitoring reports including car poor report
• Ensure that all SOS CV Somalia-owned and rented vehicles are using the SOS Log sheet record properly.
• Ensure the timely routing of vehicles and drivers monitoring

Experiences and Qualifications

Job competencies:

Essential

• Relevant Certificate or Diploma in logistics and Asset Management
• At least two years’ experience and exposure to asset/ inventory, logistics and transport management in a similar setting.
• Technically conversant with motor vehicle mechanics and maintenance
• Good negotiation and facilitation skills
• Skillful at creating relationships at government level
• Initiative and problem solving skills
• Ability to take initiative and deal with difficulties encountered in daily work

Child Safeguarding Policy:

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 emphasis 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 understands his/her responsibility in protecting and keeping children always safe

Skills Required

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