JOB SUMMARY

· The Logistics Assistant will deliver timely, effective and accountable logistics support to Islamic Relief Baidoa office by coordinating effective procurement, fleet management, communications and supply management, and overseeing the movement of goods and personnel.

SCOPE OF ROLE:

· In the context of IRW-S strategy, this role strengthens our commitment towards proper and good logistics practices. The Logistics Assistant will work within a team with other Supply Chain staffs and Program team and will provide a focus on logistics.

· The role will ensure that IRW-S further develops its Muslim faith approaches and evidence base of their effectiveness in driving positive transformation for dignity in our communities and shares such learning within the sector. The individual will influence & develop internal quality standards and guidelines that provide good and timely logistics practices in a sustainable manner. The role will ensure support to Baidoa Logistics office through providing all logistics, procurement and Asset support requested by the programs, office as well as handling documents and filing.

KEY AREAS OF ACCOUNTABILITY

Key Working Relationships

· Work and influence IRW-S operations & humanitarian departments to ensure IR Operations are sensitive to good and quality logistics practices.

· Work with the program teams in relation to Supply Chain Management in particular good logistics management.

· Work with external networks and bodies in relation to logistics management

· Support the field team in their day-to-day logistics work through mentoring and providing technical support to ensure accountability, transparency & efficiency in their logistics work.

KEY ROLES/RESPONSIBILITIES

Logistics Management

· Fill procurement plans in coordination with Logistics Officers

· Examine the Work Plan with department lead to determine the dates, quantities, and specifications of supplies needed

· Obtain pricing information and ensure that correct Purchase Orders have been submitted

· Ensure product delivered meets agreed specifications and quality

· Ensure procurement of goods and services is always done following the value for money principle

· Collection of RFQs and in coordination with Logistics officers do analysis

· Tender advertisement

· Preparation of POs and contracts

· Ensure all procurement documents are stored in soft and hard copies in a safe place

· Ensure collection of invoices and other necessary documents from suppliers for payments submission to finance

· Ensure check lists are fully adhered to before submission to finance

Vehicles and machines management:

· Ensure the vehicles and machines utilization planning. **

· Ensures that vehicles and machines’ maintenance and repair are carried out and that all monitoring reports and regular checks are correctly performed. **

· He/she ensures that, relatively to the use of vehicles and machines, the organization’s procedures and the country’s rules are followed. **

Goods and stock management:

· Enter all equipment into the inventory, ensure proper check out and issuance of equipment to staff. Submit inventory reports to Chief of Party. **

· Issue waybills for equipment or supplies being transferred from warehouse or office to another work location. **

· Create distribution lists for supplies being issued directly to beneficiaries. **

· Ensure the correct maintenance of the immovable goods is performed and that the other staff is provided with rules for correctly making use of these goods. Ensure that all warehouses and equipment are properly insured. **

*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 logistics staff.
• Maintain soft copy files and archiving system of all assets and equipment on box.
• Archive all documents relating to different Asset’s 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.

PERSON SPECIFICATION ESSENTIAL

Skills

· Previous experience of managing a similar work.

• Minimum 2 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 logistics 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

Supply Chain response: 100%