Logistic Assistant - Garowe

Company profile

photo

Islamic Relief


Job Details
Employer: Islamic Relief
Job Title: Logistic Assistant - Garowe
Job Type: Full-Time
Location: Garowe
Category: Other
Description:

Background

Islamic Relief Somalia (IRS) has been operating in Somalia since 2006 and has responded to conflict and drought affected people through provision of life saving assistance. Through our projects, IR has continuously been providing safe drinking water, improving hygienic sanitation facilities, increasing hygiene awareness, particularly to ones living in IDP camps; empowering the urban poor and distressed working children, engaging in conflict management and mitigation and strengthening of community cohesiveness and co-existence.

JOB SUMMARY

Under the guidance of the Logistics Officer, Logistics Assistant is responsible to provide support on supply chain role assistant in effective facilitation of Islamic Relief Puntland programme and staff in order of accomplishing day to day activities, the post holder must be able to effectively communicate Islamic Relief Puntland

purpose and demonstrate quality of commitment and integrity that that serves as an example to others.

SCOPE OF ROLE:

Responsible for performing general Logistics and Administration functions, playing a key role in the overall of program support including preparing purchase orders contracts and all other logistics and procurements as per IRS guideline in Puntland office.

Procurements:

-To receive Order form – cross check the items and ensure the Request forms quotations, purchase Requests, Purchase Orders with filled clear descriptions, delivery timeline, delivery location as well as the budget has validated by Finance.

-To ensure following IRS procurement procedures for each purchase requests

-To find and prepare the list of successful suppliers/ prequalification list

-To prepare procurement memo, contracts, purchase orders based on selected suppliers/contractors

-To follow with Finance on weekly basis contracts follow up to ensure all procurement contracts are submitted to CD for approval with complete supporting documents

Delivery Follow up

-To ensure all procurement has been followed by delivery follow up (delivery notes, goods received notes and handover notes etc).

-To follow with field to send the signed reception vouchers and handover note with beneficiary list where applicable after delivery.

Filing

-To create and update regularly the procurement folders for each ongoing project/programme based on purchase requests

-To create and update the order forms follow up folders for ongoing activities as open order to issue once completed

-To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and IRS FLAT guidelines

Support in Fleet management

-Make separate binders for each vehicle and then file all necessary documents (i.e. copy of rental car contract, copy of fuel slips, with all bills and documents, car monthly log book, fuel consumption follows up, accident form with attached documents etc.

-Create a binder for all vehicle fuel consumption report;

-Ensure all vehicles are in good condition and ready for use;

-Organize the driver duty schedule and ensure the movement of board is filled in regularly

-Follow up of staff movement between area and sub offices and Area and capital offices;

-Supervise the fuel consumption of each car and report directly to consignee

-Provide the monthly report to Capital logistic and file copy of fuel consumption report in “Transport follow up” binder

-Support in Asset management

-Make sure assets are managed in appropriate manner

-Keep asset register updated

-Communicate timely asset needs

Asset Management

  • Ensure understanding and compliance with IRS standards and other relevant policies of Asset Management including application of all standard tools and templates.
  • Maintain the data entry for a centralized asset register; ensure that all office and program assets are logged. For all assets maintain tracking system and ensure all assets are issued with unique IRS asset number, ID tag and are tracked.
  • Effectively manage assets and property; asset list is updated regularly and assets are disposed of according to IRS and/or donor regulations.
  • Initiate and oversee the annual year end (and bi-annual) physical asset checks are completed; damage and losses are reported immediately. Check and refresh of identification labels affixed to material necessary.
  • Ensure donor reports for assets are timely completed and submitted to the Finance/Program and other departments as appropriate. Ensure appropriate and timely disposal of assets as necessary according to donor standards and regulations.
  • Report any inappropriate use of IRS asset, damage or loss of asset.
  • Ensure appropriate documentation in place to record transfer of responsibility of asset and keep track of all current equipment holders.
  • Supports HR to ensure all IRS assets and equipment have been returned in good condition by all staff departing the organization.
  • Work with procurement team to enable smooth process and immediate notification when a new asset or equipment is purchased.
  • Tagging and making GRN for new purchased fixed and non-fixed assets with coordination of warehouse staff.
  • Maintain soft copy files and archiving system of all assets and equipment on box.
  • Archive all documents relating to different Assets transactions (Goods receive note, transfer sheet, gift certificate, loss, theft etc.)
  • Maintain inventory records deliveries, receiving, issuing, returning and keep up to date record of all IRS assets.
  • Carry out any other duties and/or responsibilities assigned by the immediate supervisor.

Supervisor responsibilities:

-Coordinates the daily activities of subordinates, cleaners, cookers and other cleaning activities within the office and guest

-Implements the manager’s decisions through the work of subordinate employees, often playing a role in deciding how to do it; and how to achieve the objective set by the manager

In this position, you are expected to demonstrate IR’ five core competencies:

Sincerity (Ikhlas) – We are driven and motivated by sincerity to God and our duty to humanity.

Excellence (Ihsan) – A commitment to excellence is a hallmark of our operations, programmes and conduct towards the vulnerable people we serve.

Compassion (Rahma) – Every life is precious, so we join other humanitarian actors in easing the suffering caused by disasters, poverty and injustice.

Social Justice (Adl) – We empower poor and vulnerable people to have their rights fulfilled and to achieve their God-given potential.

Custodianship (Amana) – We value and protect the Earth and its resources, including its people, and we aim to honour the trust people place in us to be transparent and accountable

SKILLS AND BEHAVIOURS

• Flexibility.

• Diplomacy, tact and negotiation skills.

• Sympathetic with aims 6t objectives of Islamic Relief; empathy with and understanding of the basic teachings and values of Islam.

Responsible Confidentiality

-Integrity

-Punctuality

-Trustworthy

-Goal Oriented

-Team Player

PERSON SPECIFICATION ESSENTIAL

Skills

Previous experience of managing a similar work.

  • Minimum 3 years proven work experience in Logistics/procurement within a busy working environment such as UN/ INGOs
  • Good English language command.
  • Good computer and writing skills.

Pre-requisites

· Willingness and ability to work at times with short notice

· Team worker

· It is essential that the post holder shows a good understanding and empathy with

the Islamic values and principles as well as commitment to IRW’s vision and mission

· Proactive approach to self-development

Qualifications

  • Bachelor of Business administration/ Logistic management
  • Procurement certification is mandatory
  • CIPS is an added advantage

Additional experience

· Experience of working in Somalia

· Knowledge of minimum warehousing standards guidelines

· Fluency in written and spoken English

Equal Opportunities : YES

Child Safeguarding: The position interacts with children and hence requires utmost compliance when dealing with children Safeguarding and protection of staff: YES

HOW TO APPLY

. IRW Somalia Program is inviting applications from qualified/Motivated candidates who are interested to submit their CVs and cover letters explaining, how they meet Job description.

· Each application should be addressed to the HR account: hr.mogadishu@islamic-relief.or.ke and include the following:

· An updated CV; and · An application letter

· Academic Qualifications (certificates/Transcripts)

· Copy of your National ID card or passport

· And contact information for three work-related referees.

· Applications not including all of the above information will not be reviewed.

With subject line as application for the position of Logistic Assistant Garowe

Only short-listed applicants will be contacted

Equal Opportunities

Islamic Relief is equal opportunity employer, however encourages female candidates to apply

Publish date: 2021-09-20 00:13:20
Premium Job: No
Back   Back   Print   Print   Company's jobs   Company's jobs     Views   Hits:387   Apply to this job   Apply       Add note     Add note        


You are here: Home