Logistic Assistant at Population Services International (PSI)

esponsibilities
Office Operations & Maintenance:

• Processing and management of tenancy agreement
• Management of asset register
• A/C repairs, maintenance, and accessories.
• Repairs and maintenance of office furniture’s, electronics, and equipment
• Electrical repairs and maintenance
• Office doors and windows maintenance
• Any other task assigned by the supervisor.

Fleet Management:

• Vehicle routine servicing / maintenance
• Assigning of vehicles for trips through requisition form
• Establish and maintain a well-functioning logistics support operation for the office - effective coordination and use of vehicles.
• Vehicle tracking through tracking device
• Review vehicle logbooks to ensure proper record keeping and documentation
• Plans, directs, and coordinates the operation of vehicle maintenance and repairs
• Request for the replenishing of total fuel cards for the vehicles.
• Fleet data collation and reporting
• Identify and support in-service training programs for newly employed Pilot and annual refresher courses for ALL Pilots.
• Ensures that all vehicles have all essential accessories such as umbrella, map, fire extinguisher, toolkit, torch, medical kit etc. Each vehicle should have a checklist that is checked regularly.
• Receive and processes vehicle accident and damage reports.
• Organizes safety programs for all fleet staff
• Renewal of vehicle papers
• Tracking of fuel purchase through Total dashboard
• Purchase of vehicle accessories/washing kit
• Purchase of vehicles accessories
• Coordinate sending and receiving of commodities/parcels/working tools
• Vehicle records and reporting
• Engagement with vehicle maintenance vendors
• Liaise with the Procurement team to arrange the management of car rental and vehicle haulage organizations to provide necessary transport services between central and regional offices as and when necessary.
• Any other task assigned by the supervisor.

Security:

• Processing of monthly Payment of security guards
• Coordination and supervision of security guards
• Management of fire alarm system
• Management of fire extinguishers
• Facilitate staff training on fire related and emergency issues in collaboration with HR
• Ensure functionality of office security lights
• Any other task assigned by the supervisor.

Requirements
What are we looking for?

• A Diploma in Business / Public Administration or related field.
• At least 1 year working experience in administration and logistics
• Fluency in English with excellent writing and speaking skills required.
• Demonstrable experience in office management and staff coordination.
• Excellent writing and speaking in English language
• Experience with Microsoft Word, Excel, Power Point and Outlook.
• Strong team communicator and facilitator between the interests of different departments.
• Problem-solving ability with equipment
• Ability to work under pressure.

The candidate we hire will embody PSI’s corporate values:

• Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
• Pragmatism: You will strive to deliver the best possible result with the resources available. You will not be paralyzed by a need to make things perfect.
• Honesty: You own your mistakes and are open about your shortcomings – it is the only way you will learn and improve.
• Collaboration: You will quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you will not succeed.
• Trust: You accept limits to your sphere of control and give colleagues the benefit of the doubt.
• Commitment: You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.