The Logistics and Administration Officer is held accountable for the following specific deliverables:
Logistic and Administration Officer is responsible to supervise drivers, Security Guards and office Attendants
Responsible for sourcing of products, collection of quotations/proforma and performing purchase transactions.
Ensures that purchased items and services meet the stated requirements and takes care of delivery to the Sub-office.
Collection of information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Sub-office Manager and PA Logistics Coordinator.
Performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented. Prepare a weekly overview of requisitions processed and outstanding, including lead times;
Providing oversight of the overall procurement and supply chain management; fleet management; property and fixed assets management, inventory management, and risk and security management of the Sub-Office,
Receiving, checking and authorizing weekly and monthly reports of the Logistics Officers and Office Assistant, Drivers and compiles them into unit-wide regular reports.
Receives requests for goods and services (requisitions) and ensures their completeness/ compliance before they are processed;
Advises requestors about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale;
Commits to lead time estimations and is held responsible until timely indicated otherwise based on clear and justifiable grounds;
Collects quotations as per the Procurement Guideline and forwards them to the supervisor; reports any difficulties (sourcing, stock outs, unavailability) immediately to the supervisor and consults the requestor when needed;
Coordinates the collection/delivery of goods, including adequate record keeping (GRN, GIN)
Arranges transportation from suppliers to the office/warehouse, as necessary;
Prepares comparative bid analysis for tender bids, takes minutes and reports outcome for the Tendering Committee;
Settles all payments and/or cash advances with legal VAT receipts daily.
Prepare the sub-office fleet management reporting on monthly basis.
Carry out a monthly analysis on office and rental vehicles usage for decision making;
Ensures the annual vehicles inspections of sub-office vehicles are timely done.
Bachelor’s degree/ in Business Administration/logistics Management, Purchasing/Supplies Management or related field.
Minimum of 5 years relevant experience for diploma holders and 3 years relevant experience for BA and relevant work experience in INGO environment, involving in the procurement of both emergency and development programs.
Substantial experience in procurement.
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