Logistics Assistant at International Rescue Committee (IRC)

Job Overview/Summary:  

The logistics assistant ensures the efficient and effective management of the IRC’s logistics functions in Gwoza base office. The position will directly supervise a storekeeper, IRC drivers and rental vehicle drivers in Gwoza base office. 

Major Responsibilities:

Warehouse Management

• Be accountable for periodic cycle count as per the standard operating procedure to ensure that stock management system is adhered to by staff/storekeepers.
• Lead in conducting fiscal year end stock inventories and ensure that effective stock inventory report is produced for Gwoza base.
• Assist programs to establish and implement a reliable stock distribution plan to avoid closed grant or expired items in the warehouses.
• Provide on-going training and support to the storekeepers in their relevant functions and reporting.
• Oversee warehouse operations in Gwoza, ensuring proper stock-keeping records, storage conditions, security, and facility maintenance.
• Provide support to warehouse staff as required in managing and documenting the receipt, handling, storage, dispatching and reporting of goods through the IRC warehouse(s).
• Finalize monthly report for the expendables store, outlining all stock movements and remaining balances for Gwoza base.
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, well managed and documented.

Asset Management

• Ensure proper tracking, maintenance, and recording of all IRC assets in Gwoza Base, which will lead to an accurate asset database at all times.
• Ensure that each staff member in Gwoza is accountable for every asset assigned to them using the Equipment Issue / Receipt forms.
• Implement maintenance systems and procedures for assets, including follow-up.
• Ensure quarterly physical check of assets and submission of asset reports to assets officer and logistics manager for review.
• Liaise with assets officer & logistics manager to recommend disposal of assets in Gwoza to ensure that it is reviewed and implemented annually as per IRC and donor requirements regulations.
• Ensure that an up-to-date filing system for all assets is maintained.
• Retrieve assets and reassigned at the end of employee term of service.

Fleet and Transport Management

• Oversee the management of the transport fleet for Gwoza base. Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and logistics manager.
• Ensure that systems are in place to account for transported goods.
• Collects log sheets and ensure it is properly filled.
• Manage and monitor drivers.
• Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
• Prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting, and analysis for continuous improvement.
• Ensure management, tracking, maintenance, and reporting of all IRC vehicles in Gwoza according to IRC policy.
• Ensure that all vehicles are secure when not in use.
• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables, including fuel   

Maintenance

• Ensures all infrastructures within office spaces are maintained and functioning at any given time. this may include working rooms/spaces, doors, windows, hand washing facilities, latrines etc.
• Ensure that facilities in guesthouses are at all times maintained and functioning. This may include maintenance of individual living rooms, doors, windows, hand washing facilities, latrines etc.
• Manages the maintenance needs of all warehouses in the base office with the support of maintenance team in Maiduguri.
• Responsible for proactive maintains of equipment, tools, furniture, generators etc. in the office and at the guesthouses.
• Manage all expenses related to maintenance requirements and raises timely PRs.
• Prepares proactive maintenance plan with support of the maintenance officer in Maiduguri and submits to logistics manager for approval.
• Maintains all necessary documentations with regard to maintenance.
• Prepare and submit monthly report on maintenance functions in Gwoza office.

Reports

• Responsible for compiling regular reports from Gwoza base on inventory stock levels, pharmaceutical stock levels, fuel consumption and fleet performance and activities.
• Responsible for compiling regular reports from Gwoza regarding Contributions-in-Kind.

Other Human Resource Functions:

• Read, review and become knowledgeable of the IRC Global HR Policies and Procedures
• Perform other related duties as required by the supervisor and Log Manager.

Key working relationships

• Position reports to: Supply Chain Officer.
• Position directly supervises: Storekeeper, Drivers
• Indirectly Reports to: Field Coordinator, Logistics Manager.
• Other Internal and/or external contacts:
• Internal: Programs and operations teams
• External: Transport vendors, logistics coordination meetings in Gwoza.

Qualifications

Education:

•  University Degree/Higher Diploma in Engineering, Business Administration, Logistics, or any other related field.

Technical Skills & Experience:

• 2 – 3 years of experience in similar position.
• Previous NGO experience will be an added advantage.
• Logistics Certification will be desirable.
• Strong organizational, interpersonal, and communication skills.
• Strong written and oral English communications skills
• Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
• Ability to present information effectively; experience providing training and staff development a plus.
• Strong skills in collaboration with multi-cultural and diverse teams
• Commitment to consistently improving and developing innovative solutions in response to challenges.
• Good technical writing/documentation skills
• Must be able to work with limited supervision and exercise independent judgment in problem solving.

Soft Skills and Competencies:

• Good verbal communication and report-writing skills with the ability to convey information effectively in Country official language – English would be nice to have as an additional working language.
• Customer & client centered and service-oriented mind & attitude, and ability to work under pressure and diligently carry out instructions.
• Proven sense of professional discretion, integrity, and ability to manage situations diplomatically and to effective resolution.