Logistics Assistant – Fleet and Warehouse Full Time NEW

Role and responsibilities

The following is a brief description of the role.

Generic responsibilities

• Adhere to NRC policies, tools, handbooks and guidelines
• Ensure that vehicles are used and maintained according to Logistics Handbook, other NRC policies and donor requirements
• Plan, schedule and monitor transport of staff and material/equipment according to demands and procedures
• Ensure that all NRC and hired vehicles are in proper operating condition, coordinate vehicle maintenance
• Manage drivers accordance to NRC logistics guidelines
• Ensure all NRC drivers adhere to NRC logistics driving procedure
• Distribute/organize transport of material and equipment according to procedures, including for trucks.
• Ensure that all NRC vehicles are in proper operating condition and coordinate vehicle maintenance
• Perform other duties assigned by line manager.
• Assist of the implementation of the support function portfolio according to the plan of action
• Prepare and develop status reports as required by the management
• Ensure proper filing of document
• Responsible for all stocks, warehouse and assets and submit relevant reports
• To update stock in / out and preparation of monthly stock movement.
• All stock to be physically counted, submit physical account checks and reconciliation reports when required.
• Immediately report losses, damages or discrepancies

Specific responsibilities

• Prepare requisitions for spare parts for vehicles
• Train and develop drivers
• Filing of all vehicle records and reports
• Ensure asset inventories are up to date
• Compile and submit monthly vehicle utilization and carpool reports
• Monitor fuel usage, prepare tracking sheet
• Coordinate with program team for their weekly movement to ensure vehicle movement is cost effective and comply with NRC safety rules.
• Daily and weekly vehicle movement control during and after working hours
• Oversee the vehicle log book, asset maintenance
• Coordinate and facilitate timely reporting of eventualities like accidents and breakdowns
• Secure that NRC vehicles are equipped with necessary legal documents and equipment (HF radio, GPS system, vehicle tool kits, first aid kit, etc.)
• Receive stocks and ensure that they are in good condition, accompanied with correct documents
• Maintain records for all incoming and outgoing materials
• Supervise packing, loading and unloading of all materials
• Ensure availability of warehouse space, maintain orderliness and cleanliness of the warehouse at all times
• Receives and inspects the physical condition of consignments and stores it appropriately
• Inform logistics officer and relevant program staff on expiry date of consumable items stored in the warehouse
• Ensure maintenance of warehouse as per to NRC standards
• Cooperate and communicate clearly and effectively to ensure that smooth cost effective timely and compliant reception process is implemented
• Key holder of the warehouse and ultimately responsible for the store/warehouse contents
• Assist in any other operational needs that may be requested by Line Manager.

Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

• Experience working with fleet management
• Degree in related field and/ or related practical experience, including any training courses relevant to the post
• Previous experience from working in complex and volatile contexts desirable but not essential
• Documented results related to the position’s responsibilities
• Working knowledge of English both written and spoken

Context/ Specific skills, knowledge and experience:

• Ability to prioritize tasks and work under pressure/ respond to urgent requests
• Ability of planning, timing, organizing, as well as problem solving
• Honesty and transparency in dealing with suppliers
• Computer literate with MS Office skills
• An ability to work discretely and professionally with sensitive and confidential information, and sometimes under pressure
• Good communication in languages spoken in English

Behavioral competencies

• Planning and delivering results
• Coping with change
• Working with people
• Handling insecure environments