7 Feb 2018

Logistics and Admin Officer

POSITION TITLE| XILKA LA RAADINAYO:

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Job Description

JOB PROFILE/TOR

POSITION: Logistics and Admin Officer

LOCATION: Mogadishu, Somalia

REPORTS TO: Area Manager/Operations Manager

BACKGROUND

Relief International (RI) is a leading non-profit organization working in

20 countries to relieve poverty, ensure well-being and advance dignity.

We  specialize   in   fragile  settings,   responding   to   natural    disasters,

humanitarian crises and chronic poverty.

Relief International combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, an integration of services, strategic partnerships, and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them.

POSITION SUMMARY:

The Logistics and Administration Officer will be based in Mogadishu and will provide logistical support and administrative advice to Relief International South Central Somalia, particularly in Mogadishu.

POSITION PURPOSE:

RI is seeking a qualified and committed individual to join its team as Logistics and Administration Officer. The primary role of the Logistics and Administration Officer will be to provide logistical and administrative support and advice to the project team during the project implementation period. The support role of the officer will be focused on, but not limited to Mogadishu, the Capital City of Somalia. The officer will also be expected to provide administration and logistical support to other regions where RI is operating on a needs basis including Gedo and Hiraan Regions.

SPECIFIC ROLES AND RESPONSIBILITIES:

Logistics:

Management of agency and rented vehicles, ensuring that all are safe and road-worthy, have proper on-board vehicle documentation, and separate vehicle files. The officer will carry out continuous tracking of vehicle log-sheets, monthly compilation and submission of log-sheets and will organize cleaning of vehicles;

Schedule vehicle use to meet programmatic and operational needs by maintaining vehicle movement board daily and managing vehicle request forms;

Oversee and ensure proper use of the vehicles by overseeing fuel consumption, purchase and tracking including coordination with gas station(s);

Organize regular service schedules for vehicles, maintain service schedule files and ensure major repairs are done in a timely manner by a professional mechanic;

Track vehicle expenses in accordance with the respective procurement policy and project budgets; file monthly vehicle consumables sheet for each vehicle separately;

Order and maintain stock of spare parts and consumables;

Coordinate with communications department to ensure regular vehicle communications and ensure security measures for vehicles such as parking, storage of keys, emergency supplies etc.;

Responsible for oversight of vehicle rentals including tracking of leases and payments;

Support programs with the required logistic information (costs, availability of products etc.).

 

Procurement:

Daily coordination of Relief International procurement activities and assisting office staff with procurement activities as required;

Procure requested program support items in a timely manner, ensuring that Relief International procurement procedures are followed;

Assist program and operations personnel in regular procurement planning meetings; Assist staff as needed in creating clear and understandable purchase requests and other

documentation;

Collect quotations and bids from vendors and prepare the required documentation of supplies and transactions in compliance with Relief International standards;

Prepare status reports on deliveries for procurement, logistics, office management and receipt of supplies;

Assist in the maintenance of thorough procurement files as outlined in the Relief International procurement policy;

Account for purchased items and coordinate with appropriate logistical and administrative staff members;

With full understanding of Relief International procurement policies and formats, assist as needed in training staff on these policies;

Keep records of and maintain contacts with suppliers and local repair/maintenance shops, conducting price comparisons among them in order to get the best deals.

In collaboration with the Program and Operation team, contribute in developing appropriate project planning and implementation mechanisms;

Manage and update inventory and stock list in Relief International offices, stores and program sites on monthly basis;

Organize Relief International program and operations files and keep them updated as needed;

Coordinate with the landlord of Relief International rented premises to ensure that buildings are well maintained and that leasing documents are in order;

Support the administrative management of the projects, including financial, logistical and operational activities;

Provide the Project Managers with logistical support in organizing project related workshops and meetings and any other necessary preparations;

Coordinate with other staff members to ensure the offices, warehouses and field sites are adequately equipped and supplied;

Maintain the guards, SPU and drivers schedule for the office/guesthouse and field related trips;

Participate in hiring and disciplinary measures for drivers; manage drivers’ leave schedules ensuring smooth operation of the fleet and coordinate with Human Resources to ensure proper tracking of drivers’ HR files;

Ensure that the Relief International logistics systems, procedures and working practices are adhered to;

Keep a proper record of quotations (eventually tenders), requisitions, purchase order forms, goods received notes, receipts, waybills, and all other documents;

Ensure that the proper administrative procedures and standards for requisition follow-up, purchasing, stock-keeping and dispatch are followed;

Inform staff about security situations in the area, coordinate with local authorities and other agencies on security related issues and provide appropriate advice to the staff and in particular, the management team;

Maintain project documents and information with confidentiality, ensuring that all records pertaining to the project are properly completed and stored in a secure place;

In cooperation with the Security Officer/Focal persons, regularly review the security situation of SC Relief International offices, evacuation plans, security instructions and any other contingency planning that may be necessary;

Ensure incident and accident reporting is conducted as necessary.

Training/orientation of staff: Ensure orientation of new international staff is completed during first month of arrival in Mogadishu Somalia;

Manage the RI Guest house and ensure all guests are advised to read and comply with the rules and regulations governing accommodation in the Guest House;

 

Others:

Understand and adhere to Relief International established policies and procedures for administration, finance, procurement, safety and security management;

Other duties as assigned by the supervisors.

 

SKILLS AND QUALIFICATIONS:

Undergraduate degree, preferably in Logistics Procurement, Supply Chain Management, Business/Public Administration or Diploma;

A minimum of two years professional experience, preferable in Logistics, Supply Chain Management and Administration;

The candidate must be able to manage several tasks simultaneously and be flexible and willing to assume a range of unanticipated assignments;

Willingness to travel to field and project activity sites as required;

The position requires excellent attention to detail and organizational skills, maturity and the ability to work in a fast-paced environment;

Strong spoken and written communication skills in English and Somalia languages; Ability to work independently and as part of team;

Professional and friendly communication style with the ability to communicate professionally with a diverse group of stakeholders;

Excellent working knowledge of Microsoft Word, Excel, Access, PowerPoint, e-mail applications and the internet;

Conscientious with an excellent sense of judgment;

Willingness and ability to work effectively with a wide variety of people; Ability to work as part of a team and coordinate with project personnel.

 

HOW TO APPLY:

Applications should include a CV and a cover letter and should be submitted only by email to hrsomalia@ri.org .

Please indicate the title and location in the subject line when applying, e.g. “Logistics and Admin Officer – Mogadishu”.

RI is an equal opportunity employer and female candidates are highly encouraged to apply.

Deadline: 13th February 2017, 11:00 AM.

Only shortlisted applicants will be contacted.

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