****KEY AREAS OF ACCOUNTABILITY:****
****Transport & Fleet****
- Managing and tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
- Manage, maintain and repair vehicles in safe and efficient working order
- Ensure that vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
- Responsible for administering litigations and traffic offenses.
- Ensure vehicles have current and lawful documentation.
- Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reports
- Receive travel requests, and maintain trip schedules and Staff Movement Board.
- Liaise with airlines for flight travel ensuring value for money. Coordinate with incoming and outgoing travelers on pick up an drop times ensuring drivers are briefed of movement plans
- Ensure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advance
****Asset & Facility Management****
- Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
- Oversee the issuance and return of assets to/from staff
- Ensure good condition of assets, and maintain asset condition reports.
- Ensure leased properties are in good habitable conditions.
- Overseeing repairs on these houses, liaising with the caretaker and landlord where necessary.
- Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available to staff.
- Ensure the telephone system is operational and cost effective
- Report any defective equipment or service.
- Check on running costs with Finance to ensure no misuse occurs
- Ensure the data network (internet) is operational and cost.
- Report any defective IT or office equipment to the Field Manager.
****Procurement and Supply****
- Oversee procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
- Check the availability and prices of requested items in the local market; liaise with capital office if procurement must be conducted there
- Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
- Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed
- Monitor procurement and logistics support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets
- Ensure the office is well stocked with necessary supplies stationeries and other consumables
- Oversee all arrangements for meetings and conferences as required ensuring these are delivered to a high quality and cost effectively
****Communication and Security****
- Ensure adherence to communication protocol at field level.
- Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use
- Report all security incidents in writing in a timely manner
- Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner
****Coordination****
- Maintain and regularly update current contact database of other INGO organizations, donors and embassies.
- Maintain and where necessary develop shared electronic & manual files to ensure easy access to information.
- Co-ordinate and maintain the SCI resource centre documentation system: receiving and filing official documents, publications, manuals, text and other materials in an easily retrievable manner and ensuring the security of all materials, text and documents in the centre.
- Manage the diaries of the Base Managers where required.
- Ensure the regular collection and dissemination of the mail and courier.
****Administration & Reports****
- Maintain all logistic files in an organized, accurate and up to date manner
- Line manage, coordinate, monitor and guide the work of the drivers, cleaners and guards and any other logistics support by managing performance on an on-going basis
- Produce weekly procurement tracker and send to programmes and capital office
- Produce logistics site report, vehicle and generator cost performance report.
- Update Asset Register and send to capital office every month
- Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to capital office once per month.
- Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
- Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
- Carry out any other tasks required by the line manager
****SKILLS & EXPERIENCE****
****Administrative & General Skills****
- Level of Education – Degree
- Communication & Interpersonal Skill Level - Excellent
- Language Requirements – English - Excellent
- Level of IT Expertise Required - Good
Experience Expectations
- Desired Number of Years Prior Experience in a Similar Role – 2
- Experience in procurement and logistics with INGO
- Experience in a relatively insecure field based environment
Working Conditions
Ability and willingness to travel to projects and stay in basic conditions when necessary
Gmail
Yahoomail