Logistics Associate at Helen Keller International

Background

The Logistics Associate role is created to ensure seamless support for Helen Keller Intl’s field operations by strengthening the logistical and administrative framework at the state level. The need for consistent availability and movement of materials, assets, and services is very critical to the success of the program implementations. This role supports the operational readiness of field offices and enhances project implementation through efficient coordination of logistics, asset management, and administrative support.

Overall Responsibility:

Under the supervision of the State Team Lead/HR/Ops Dir, the Logistics Associate will be responsible for managing and coordinating all logistical aspects of the project within the state. The role ensures the efficient distribution of materials and equipment necessary for the project’s operations in the state. He/she works closely with finance and operations team to arrange logistics, manage state office assets, and coordinate the distribution of materials and equipment to ensure the smooth operation of the state office

Management and Functional Relationships

• Reports to: State Team Lead and Co-Managed by the HR & Operations Director
• Internal Collaborators: Finance Team, Procurement Unit, Technical/Program Teams, HR, and Drivers. 
• External Collaborators: Hotels, vendors, contractors, transportation service providers.
• Supervisory Responsibilities: Drivers

Specific Responsibilities

• Arrange for hotel reservations
• Arrange office travels in collaboration with Finance Team
• Provides support to Technical / Program staff in executing programs 
• Maintain Helen Keller State assets register/Asset Panda 
• Arrange spaces for new employees making sure of availability of desks, chairs etc. i.e. ready for them to use on the start day.
• Coordinate the approved budget for activities making sure that materials, equipment, etc required for the activity are organized and ready for the activity.
• Assist in organizing for the dispatch of goods and equipment whenever required
• Maintain vehicle maintenance log, Log book control and filing
• Office Maintenance follow up
• Purchase of office and program consumables in collaboration with the Procurement team
• Prepares/Signs Good Received Note (GRN)
• Receives and Issues inventory/materials
• Maintains office supplies inventory logbook/card
• Official physical inventory count
• Maintain generator logbook
• Preparation & submission of monthly fuel consumption reports.
• Receives and sends out mails and correspondences   
• Properly code and label all office furniture, equipment and non-consumable inventory
• Keep track of location of all equipment and furniture by projects, including transfers between offices/staff by updating the Asset Panda using the asset transfer form.
• Keep all relevant information including, which project the property belongs, price, make, model, location, user, condition, etc.
• Carry out additional tasks, as requested.

Key Performance Indicators (KPIs)

• Timeliness and accuracy of logistics arrangements and inventory documentation
• Compliance with operations, Procurement policies and donor standards
• Quality and completeness of monthly reports (e.g., fuel usage, inventory logs, Vehicle Log)

Qualifications

• University Degree in Business Management or accounting. Postgraduate degree in related field preferred.
• Strong numeric skills and attention to detail and quality 
• Minimum of 5-year experience in a similar position 
• Ability to work independently and take initiative 
• Experience with USAID / DFID or other donor funded project
• Advanced written and verbal proficiency in English including business terminology.
• Excellent communication, interpersonal and organizational skills
• Ability to work in a team-oriented environment while maintaining an individual workload
• Logical and flexible approach to solving problems, especially when working under pressure
• Monitoring/assessing performance to make improvements or take corrective action