Logistics and Admin Assistant-Yola needed at International Rescue Committee
International Rescue Committee’s job vacancy, Career and Recruitment
Job title : Logistics and Admin Assistant-Yola
Job Location : Adamawa
Deadline : March 01, 2023
Quick Recommended Links
- The Logistics/Admin Assistant reports to Adamawa Supply chain Manager and HR/Admin Officer.
- The primary responsibility of this assistant is to Assist Admin and supply chain tasks in the assigned office.
Responsibilities/Scope of Work
Administration
- Support with tracking and monitoring of IRC yola office and guesthouse administration and maintenance.
- Support with ensuring that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, internet, and other communications functions in the field office.
- Support with the proper use and functionality of office equipment.
- Track and monitor subscriptions and monthly telephone and Internet communications and assure that all are paid on time.
- Assist in processing travel documents (visa, ticket, and accommodation payment etc.)
- Hotel bookings and payment.
- Work closely with the Adamawa HR focal person.
Warehouse Management
- Update bin cards and stock cards for items in the warehouse daily as may be required.
- Communicate any discrepancies observed during receipt or release of goods to the warehouse officer.
- Support the supervision of loading, offloading the goods into the warehouse by the warehouse casual staff.
- Support periodic cycle count as per the standard operating procedure.
- Record daily transactions in warehouse register.
- Update stock cards for goods in the warehouse.
- File warehouse documents online and in physical folders as may be required.
- Supervise kitting activities where required.
- Oversee warehouse operations in Yola, ensuring proper stock-keeping records, storage conditions, security, and facility maintenance
- Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
- Ensure warehouse and stocks are secure, well managed and documented.
Asset Management:
- Ensure proper tracking, maintenance, and recording of all IRC assets in Yola IRC office, which will lead to an accurate asset database at all times.
- Ensure that each staff member in Yola is accountable for every asset assigned to them using the Equipment Issue / Receipt forms.
- Implement maintenance systems and procedures for assets, including follow-up.
- Ensure quarterly physical check of assets and submission of asset reports to Warehouse officer and supply chain manager for review.
- Liaise with Warehouse officer & supply chain manager to recommend disposal of assets in Yola to ensure that it is reviewed and implemented annually as per IRC and donor requirements regulations.
- Ensure that an up-to-date filing system for all assets is maintained.
- Retrieve assets and reassigned at the end of employee term of service.
Fleet and Transport Management:
- Oversee the management of the transport fleet for Yola office. Ensure that vehicles are allocated to program / departments in an efficient manner and in coordination with Program teams and logistics manager.
- Ensure that systems are in place to account for transported goods.
- Collects log sheets and ensure it is properly filled.
Manage and monitor drivers.
- Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
- Prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting, and analysis for continuous improvement.
- Ensure management, tracking, maintenance, and reporting of all rented and IRC vehicles in Yola according to IRC policy.
- Ensure that all vehicles are secure when not in use.
- Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicles related parts and consumables, including fuel.
Maintenance:
- Ensures all infrastructures within office spaces are maintained and functioning at any given time. this may include working rooms/spaces, doors, windows, hand washing facilities, latrines etc. with the support of transport and maintenance team in Yola.
- Responsible for proactive maintains of equipment, tools, furniture, generators etc. in the office.
- Manage all expenses related to maintenance requirements and request for timely PRs.
- Prepares proactive maintenance plan with support of the Snr Transport and maintenance officer in Yola and submits to supply chain manager for approval.
- Maintains all necessary documentations regarding maintenance.
- Prepare and submit monthly report on maintenance functions in Yola office.
Key Working Relationships:
Position Reports to: Adamawa HR Officer and Supply chain Manager
Other Internal and/or external contacts:
Internal: Yola Admin staff, Warehouse staff, Transport and Maintenance staff and programs staff,
External: Vendors/suppliers, Technicians and INGO’s and Local NGO
Qualifications
- BSc Public Administration or any social related field.
- Supply chain/logistics certification desirable.
- 1 years of experience in similar position.
- Previous NGO experience will be an added advantage.
- Strong organizational, interpersonal, and communication skills.
- Excellent computer skills including MS Word, Excel, and Outlook
- Attention to details.
- Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint.
Languages: Excellent in English
How to Apply for this Offer
Interested and Qualified candidates should Click here to Apply Now
Email Me Jobs Like These
Showing 1–0 of 0 jobs