Supply and Logistics Assistant at

Supply and Logistics Assistant at
Save the Children
Closing date: 21 Jan 2019
Procurement and Supply
* Manage procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
* Check the availability and prices of requested items in the local market; liaise with capital office if procurement must be conducted there
* Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
* Prepare monthly summary reports on the procurement and Supply Chain support functions, identifying problems in operations and solutions proposed
* Monitor procurement and Supply Chain support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets
* Ensure the office is well stocked with necessary supplies stationeries and other consumables
* All arrangements for meetings and conferences as required ensuring these are delivered to a high Oversee quality and cost effectively
Warehousing Management:
* Acknowledge reception of items in good order and condition
* Count and record the quantity on appropriate documentation
* Cross-check quantities and quality in accordance with delivery documents and planned reception
* Supervise loading and offloading of delivery and distribution trucks
* Ensure proper storage of commodities in shelves or pallets not to exceed maximum stack heights
* Ensure organization of the items by type, shipment, FEFO & FIFO.
* Keep clean the store and secure stocks
* Ensure pest control is in place and monitored on a daily basis
* Separate infested stocks from good stock
* Daily management of the store for cleaning or stocking
* Daily monitoring of stock levels
* Daily monitoring for expiry dates and quality problems
* Daily update of movements of commodities in/out of the store
* Enter all data into stock and bin cards
* Update warehouse operation data into the Warehouse management software (TIM)
* Preparation of weekly / monthly consumption report
* Conduct of cyclic counts and inventories in accordance to project schedule
* Planning of the needs and requisition of re-supplies
* Check and maintain Store security measures, e.g. locks, windows, and maintain SCI key management policy.
* Report to the line manager / security responsible in case of problems
Transport & Fleet
* Ensure that SCI and Hired vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
* Responsible for tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
* Ensure vehicles have current and lawful documentation.
* Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reports
* Receive travel requests, and maintain trip schedules and Staff Movement Board.
* Coordinate with incoming and outgoing travelers on pick up an drop times ensuring drivers are briefed of movement plans
* Ensure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advance
Asset Management
* Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
* Oversee the issuance and return of assets to/from staff
* Ensure good condition of assets, and maintain asset condition reports.
* Ensure leased properties are in good habitable conditions. Overseeing repairs on these houses, liaising with the caretaker and landlord where necessary.
* Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available to staff.
* Report any defective communication equipment or service and check on running costs with Finance to ensure no misuse occurs.
* Ensure the data network (internet) is operational and cost effective. Report any defective IT or office equipment to the Field Team Lead or Abuja IT Department.
Communication and Security
* Ensure adherence to communication protocol at field level.
* Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use
* Report all security incidents in writing in a timely manner
* Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner
Administration & Reports
* Maintain all Supply Chain files in an organized, accurate and up to date manner; develop shared electronic & manual files to ensure easy access to information.
* Line manage, coordinate, monitor and guide the work of the drivers any other Supply Chain support staff by managing performance on an on-going basis
* Produce weekly procurement tracker and send to SCI Abuja head office
* Produce Supply Chain site report, vehicle and generator cost performance report.
* Update Asset Register and send to capital office every month
* Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to capital office once per month.
* Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
* Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
* Carry out any other tasks required by the line manager
SKILLS AND BEHAVIOURS (our Values in Practice)
* Accuracy and timeliness in all areas of responsibility
* High level of accuracy in work, and ability to analyse complex sets of relationships and situations
* Holds self and others accountable
* Creating best-in-class EA function
* Future-orientated, thinks pro-actively
* Working effectively with stakeholders to achieve common goals
* Excellent communication and interpersonal skills
* Builds and maintains effective relationships, with their team, colleagues, members and external partners
* Approachable, good listener, easy to talk to
* Designing more effective admin systems
* Willing to take disciplined risks
* Honest, encourages openness and transparency, demonstrates highest levels of integrity.
Administrative & General Skills
* Level of Education – Bachelor’s Degree in Logistics/Procurement, Supply Chain Management or Business Related Field
* Communication & Interpersonal Skill Level – Excellent
* Language Requirements – English – Excellent
* Level of IT Expertise Required – Good
Experience Expectations
* Desired Number of Years Prior Experience in a Similar Role – 2
* Experience in procurement and Supply Chain with INGO
* Experience in a relatively insecure field based environment
Working Conditions
Ability and willingness to travel to projects and stay in basic conditions when necessary
Job ID:
Career Categories:
Years Of Experience:
0-2 years