Admin & logistics assistant

Shaqodoon; Fleet; On-site; GBP 10,000 - 40,000; Full time

Job description

Care International Galmudug Post Date: 12-08-2024
Apply Before: 25-08-2024

JOB TITLE: Admin & Logistics Assistant

AVAILABILITY: As soon as possible

DEPARTMENT/PROJECT: Supply Chain

INTRODUCTION:

CARE Somalia/Somaliland is an International NGO working in Somalia. CARE and its partners work with vulnerable communities to address the underlying causes of poverty and promote peace and development, through its strategic goal to reduce poverty by empowering women, enhancing access to resources and services, and improving governance. CARE’s supply chain department is seeking applications from qualified candidates for the position of Admin & Logistics Assistant based in Galkacyo/Galmudug.

JOB SUMMARY:

The Admin and Logistics Assistant will provide crucial support to the operations of the Hub office in CARE Somalia by efficiently managing administrative tasks and logistics operations. This role involves coordinating Hub office administration activities, managing inventory, warehousing, transport, lease, and supporting procurement processes. The Assistant will also assist in organizing events and meetings, maintaining records, and ensuring compliance with organizational policies and procedures. The position requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment. The Admin and Logistics Assistant will play a key role in supporting the smooth functioning of CARE Somalia's programs and initiatives.

Responsibilities and Tasks:

1. Administrative Support to the Hub Office:
   • Provide general administrative support, including filing, photocopying, and organizing documents. Assist in preparing correspondence and reports.
   • Review, format, and edit all reviewed reports and contractual agreements for the Hub office before printing and submitting for signing.
   • Maintain a database of all service provider contractual agreements and keep a file of all original agreements for the Hub office.
   • Advise Administration/Logs Officer when an agreement is about to expire and initiate next steps as required.
   • Receive and dispatch Non-Food Items as needed.
   • Receive in PeopleSoft for the sub-office.
   • Responsible for vendor follow-up on required documentation when receiving goods and follow up with projects on required documentation when a service has been delivered by the project(s).
2. Asset Management:
   • Follow up and reconcile all waybills used for the distribution of project materials and make sure that copies are filed properly for easy retrieval of required documentation.
   • Maintain a systematic and easy-to-use filing system of property records in full compliance with the CARE Somalia Property Management Manual and make information available during audits.
   • Support in the disposal of assets for the Hub and field offices, working closely with the Admin and Logs officer.
   • Monitor CARE equipment and furniture to ensure they are maintained in order and good working condition.
   • Responsible for tagging assets in liaison with the Administration Logs Officer.
3. Fleet and Transport Coordination:
   • Coordinate vehicle allocations, fuel tracking, and maintenance schedules. Ensure compliance with vehicle policies and procedures.
   • Arrange for transport and logistics for the Hub Office as per the weekly produced movement plan.
   • Support fuel provision, record fuel consumption monitoring, and vehicle log book before submission to finance for payment.
   • Support vehicle maintenance as appropriate by recording all necessary details.
4. Property Administration:
   • Track leases for the Sub and Field Offices and ensure all leases are valid and renewed on time.
   • Follow up with property owners to ensure timely invoicing of rentals.
   • Monitor and ensure repairs and maintenance of CARE rented properties in the sub and field offices are carried out as and when the need arises.
   • Carry out pre and post inspections of CARE rented properties under the Sub office and take appropriate action.
   • Set up and facilitate office space in districts as requested for new projects in liaison with Administration/IT officer.
   • Ensure storage and security of all CARE property at the Hub office.

Education:

Diploma/University degree in Admin or equivalent.

Experience:

2 years of proven experience in logistics and administrative position.

Management of computer packages: Word, Excel, others.

Good written and oral communication skills.

Monitoring and preparation of financial reports.

Relationship with partners and suppliers.

Ability to negotiate and be proactive.

Analytical skills and ability to make decisions.

How to apply:

Interested candidates who meet the criteria above are encouraged to send their application letters and detailed CV in one PDF document to [e-mail] by referring to the job title “(Admin and Logistics Assistant – Galkacyo -Galmudug)” as the subject line of the email, latest on 25th August 2024.

Only shortlisted candidates will be contacted.

For more information about CARE and its programs, visit www.care.org.

CARE is an equal opportunity employer promoting gender, equity, and diversity. Female candidates are strongly encouraged to apply. Our selection process reflects our commitment to the protection of children from abuse.

CARE is a Zero Tolerance organization for child abuse and sexual exploitation and abuses.

CARE Core Values Commitment:

The core Values Commitment describes who we are, what we do, and how we do it. It reflects our core values of TRANSFORMATION, INTEGRITY, DIVERSITY, EQUALITY, and EXCELLENCE, which serve as a foundation for all that we do. The core Values Commitment articulates our shared expectations of each other including our board, staff, volunteers, interns, partners, and contractors globally.