Logistics and Administration Officer Full Time NEW

Job Description Summary

The Logistics & Admin Officer is responsible to assure & avail Fixed asset, Office management, Travel & event, Fleet management, Vehicle maintenance, and Warehouse & Distribution services are in place for the program hub and its APs. The post holder provides Hub support services well functioned and ensure regular reporting with functionally connected units (Matrix report) at HO Administration Manager and Logistics Manager in their respective areas.

Job Description

Fleet Management:

• Ensure all drivers to adhere with GPS system requirement and direct all drivers/users to conform vehicles usage according to the fleet management policy
• Ensure adherence of vehicle usage at HUB and AP s level for the intended business purpose, mange drivers’ behavior, violation of fleet policy, such as late hours, and weekend and holiday usage as using GPS system.
• Ensure all vehicles assigned at HUB office and Aps have history files in hard copy and on GPS system, regularly review the log sheet of vehicles, Submit information of old vehicles, to HO fleet team for appropriate action.
• Ensure spare engine key are kept safe and do spot check and follow up drivers and authorized personnel is not modified or duplicated & report immediately if at all observed
• Manage duties and responsibilities of all drivers at HUB level, their performance appraisal and annual leave management and provide support for Aps office on this
• Ensure complete use of GPS system installed in each vehicle of HUB and AP offices and periodically review the efficiency of vehicle usage and fuel management, analyze GPS generated reports and submit any gaps to HO fleet team.
• Ensure all vehicles and motor bikes of HUB and Aps offices under their custody have appropriate insurance coverage, submit accident reports to HO fleet within 24 hours of the occurrence and follow up for timely settlement of the claims request
• Closely work with PH Supply Chain Manager/HO Logistics/Maintenance Coordinator On selection of potential work shop, ensure adherence of fleet management policy and vehicles maintenance SOP at HUB and AP level.
• Preserve essential vehicles repair and maintenance records, ensure all level A maintenance to be done by driver mechanics (in house) and coordinate for implementation of level B.C & D maintenance services at the outsourced service provider`s workshop.
• Ensure proper usage of fuel and tyre as per the approved limit on the fleet management policy and in support of GPS system. Collect and consolidated monthly vehicles usage report from Aps and HUB office and submit for HO fleet unit timely.
• Perform other related activities as forwarded by his immediate supervisor.

Warehouse and Distribution Management:

• Perform the warehouse and distribution operations at HUB offices,
• Ensure APs stores and Inventory management to be up to standard to adhere existing Warehouse and distribution policy.
• Ensure the day-to-day operations of warehouse documents for completeness of purchase documents prior to receiving using GRN, verify appropriateness of necessary documents before goods issuance from warehouse,
• Use the necessary predesigned Pads; GRN, Warehouse Requisition form, Goods Issue Ticket (GIT) and other pads and formats, Stock card and bin cards and follow up for proper usage.
• Review the inventory management activities in respective HUB and AP offices and provide necessary advice
• Coordinate annual inventory taking process at HUB and Aps under his custody and submit the inventory count report for HO Warehouse and Distribution unit.
• Coordinate timely distribution of the procured items for end users or requesting units, ensure to have supporting documents that confirm receiving of the items by the end users/distributed body.
• Submit regular report for his immediate supervisor or Logistics department if there are items kept in HUB/Aps warehouse for extended period for proper action.
• Ensure all appropriate safety and security devices are available, safety regulations are being followed both with regards to personal safety and safety of inventory.
• Coordinate Segregation of list of inactive and obsolete stock items in HUB and Aps offices periodically; submit the list for his immediate supervisor for appropriate decision making
• Involve in the process of warehouse and inventory mgmt. systemization at respective field Office,

Administration:

• Maintain fixed asset management system for existing and new fixed assets including asset identification, location identification, physical count,
• Conduct periodical and annual fixed assets physical inventories. (Mid- year & annual in a year to go to each AP and do complete asset count and verify each asset physical existence and proper registration in FAMS),
• Generate clean, completed and updated fixed asset reports as needed
• Request training for respective HUBs/APs staff on property and fixed asset policies and systems

Support in disposal process in giving accurate fixed asset report from the system/FAMS and records are updated regularly.

• Involve in the process of warehouse and inventory mgmt. systemization at respective field Office,
• Coordinate travel reservation and air ticket arrangement for HUB and AP level staffs and make sure purchases are approved, cancellation/date changes are justified and approved by Associate Director
• Make sure hotel corporate agreements are singed with preferred hotels and standards are met according to the agreed ToR for both accommodation and events.
• Coordinate event reservation, follow-up on service delivery with hotels, make sure attendance sheet is according to the booking
• Make sure the offices have long term agreement for outsource service such as cleaning, security and maintenance
• Monitor outsources services provision of cleaning, security guard, maintenance services.
• Ensure all APs and HUB have safety and security items such as first aid kits, fire extinguisher, assembly points, visitor’s entry registration book, etc
• Ensure all APs and HUB have functional and standard power back-up – generator, water tankers, standard toilets and clean and tidy office environment, landline telephone, 3G/4G dongles, ADSL internet – and regular maintenance is done.

• Must have BA Degree in Procurement and Supplies Management/ Logistics and Supply Chain Management/ Business Management
• Must have minimum of 3 years’ work experience in Fleet mgmt., warehouse & Distribution and Admiration activities.
• Knowledge of fleet management, property management and Excellent communication skill
• Excellent English language skills and excellent interpersonal skills and Excellent team building skills
• Flexible, efficient, cooperative and commitment to WVI’s aims, values and principles
• Computer skill: Microsoft Office (Word, EXCEL, power point…) is essential; and online system knowledge (GPS, FAMS) is advantageous
• Honest and trustworthy, demonstrate sound work ethics
• Skills in data management, reporting

Language requirement:

• Fluency in English and preferably Local language