Job Description

b Title:                        Logistics Assistant  

Reports to:                    Senior Logistics/Admin Officer

Duty Station:                Somali Regional State, Elkare

Required:                       One (1)

Duration:                       6 months  

Salary:                              As per the organizations scale

Introduction

Islamic Relief is an international relief and development charity founded in 1984, headquartered 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, Borena zone of Dire, Dubluk, Elewaye and Yabello 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 Senior Log/Admin Officer, the incumbent will manage processes involved in a supply chain. The role of Logistics Assistants involves 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, supervise drivers, coordinate routine maintenance and monitors proper utilization of respective budget. 

Store Management

•  Maintaining official purchase orders after receiving & verifying purchase requisitions, obtaining authorized signatures and certification for accuracy.
• 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.
• Ensures that adequate and suitable storage space is available for incoming commodities/goods, warehousing, trucking fleets.
• Ensures that proper and up-to-date inventory of all incoming and outgoing commodities/goods is maintained.
• 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.
• 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,

• 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.

• 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.

Vehicle Management

·       Ensure timely availability of vehicle for the office need, maintaining the quality, cost as per the standard checklists developed and staff vehicle request are well-organized and coordinated.

·       Ensure the adherence of the IR vehicle management policy, driver rules and regulation are maintained, vehicle service time and maintenance schedules are followed.

·       Ensures that IRE vehicles are properly maintained through either contracted private services or qualified agency employees.

·       Ensures that IRE vehicles are used for official business; carry only authorized personal and no use of vehicles after-work hours.

·       Monitors and control vehicles to maximize efficiency in usage of fuel and regular maintenance costs.

·       Ensure the maintenance of history jackets of vehicles as per the check list; follow up for its regular update;

·       Ensure the annual inspection of vehicles, secure insurance coverage; ensure the availability of IR logo on the vehicles and on rented vehicles;

·       Provide/facilitate logistical support for staff travel arrangements during internal and external travel,

·       Monitor the flow of supplies delivery to the field offices from the country office in Addis Ababa.

·       Supervises and support the work of Drivers working the project offices.

·       Implement vehicle management manual and propose noble and cost-effective ideas;

·       Review vehicle log sheet, periodical servicing vehicle at CO & Project Offices, produce monthly fuel consumption report.

Reporting

·       Compile periodical data related to store inventory and logistics support report maintaining with required quality.

·       Support periodical asset inventory,

·       Perform other duties as required by the office.

Experiences and Qualifications

Formal Education/Qualification and Work Experience

• Diploma in Management/Purchasing or supplies management or related fields.
• 2 years of experience in logistics management preferably in development organizations.

Skills and Competences

• Negotiations, Supplier Relationship Management skills
• Must have high ethical standards and Able to plan, prioritize and organize self and others.
• Good IT skills, MS Office applications
• Strategic thinker – proven ability to translate strategic plans into action.
• Excellent interpersonal skills – builds good relationships with internal and external stakeholders.
• Good verbal and written communication skills in English; Somali Language is Mandatory.
• Demonstrated ability to lead a team.
• Ability to manage a complex and demanding workload with flexible behaviour.

• Commitment to humanitarian principles and action

Safeguarding and Equal Opportunity

Islamic Relief and Islamic Relief staff considers the welfare and protection of children, young people and people at risk to be paramount to the organization. And must adhere the principle of ‘do no harm and leave no one behind.’ It is critical we do not expose communities or staff we work with to the risk of harm through our interventions.  With a zero tolerance approach Islamic Relief have a number of related policies which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Islamic Relief is committed to responding swiftly, appropriately and constructively to any and all information children, young people and people at risk have disclosed.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We participate in the Inter Agency Misconduct Disclosure Scheme and will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and child abuse during employment, or incidents under investigation when the applicant left employment before signing the contract agreement.

Islamic Relief believes everyone has the right to be safe, respected and valued regardless of who they are or their circumstances, and an equal employment opportunity  to all candidates and qualified applicants, we do not discriminate on the base of age, sex, race, color, religion, national or ethnic origin, disability status and diversity. 

Skills Required

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