Major Responsibilities

Ensure efficient and effective logistics services in compliance with HELVETAS policies, procedures, guidelines, and standards as well as donor and national statutory requirements and expected to provide support by handling logistics support functions as outlined in detail here-in-under.

Specific Responsibilities

Fleet Management

• Must ensure that the vehicle’s third-party insurance in renewed in time and retained/affixed on the vehicle, and annual inspection of the vehicle is made in time and appropriate certificate is affixed on the vehicle’s windshield.
• Ensuring the vehicle fleet maintenance which includes planning and managing timely preventive and curative maintenance of all project vehicles according to HELVETAS standards and instructing and monitoring drivers on corrective driving habits and standard checks.
• Managing and following up requests which includes collecting logistics requests coming from different implementing partners, drawing up and following up requests according to the procedures in force.
• Provide logistics support in customs clearance activities.
• To make sure that the vehicle under your administration has always got timely services and maintenance in keeping with its service-time.
• Ensure that to use the vehicle exclusively for HELVETAS businesses. Unauthorized travel and use of the vehicle for personal benefits is strictly forbidden.
• Ensure unauthorized transfer of vehicle to third party is not permitted even to HELVETAS staff.
• Handling various logistic requests and preparation of weekly vehicle movement plans.
• Assist in ensuring compliance to vehicle use policy of HELVETAS. Establish proper monitoring and control procedures for the use of vehicles their running costs including fuel consumption, mileage records (logbook), and movements of vehicle during weekend and holidays, regular and timely services, and maintenance.
• Coordinate, follow up and controlling vehicle movements based on approved travel.
• Arrange logistics to support staff while organizing workshops, seminars, and conferences as required and instructed by your supervisors.

Procurement

• Assist Finance and Admin Officer in preparation of proper strategies and action plan related to procurement and logistics policies, procedures or systems as required.
• Ensure that HELVETAS procurement policies and procedures are adhered and consistently applied for all procurement activities.
• Ensure all procurement of goods and service are well planned in advance and managed as per the financial manual.
• Keep track of quality, stock levels, delivery times, transport costs and efficiency.
• Assist Finance and Admin Officer in preparation of bid documents, analysis, minutes report, award and service contracts (agreements) for all procurements of TRAIL project.
• Keep records and files of procurement in a systematic manner.

Admin Support

• Provide high quality and professional office hospitality to visitors.
• Manage calendar and schedules and assist in prioritizing meetings and assignments.
• Coordinate events, including meetings, conferences, and seminars.
• Maintain effective filing system by organizing documents and correspondences and ensure their safety.
• Assist in travel booking/facilitating air ticket purchase, conference room and accommodation booking.
• Assist in making photocopies or scan of original supporting documents of partners related to the use of HELVETAS fund and send to program offices regularly.
• Prepare and effect check payments according to their approval and paid stamp automatically.
• Handle venue (office facilities) organization for schedule meetings, workshops and training. Take minutes as necessary.
• Welcoming guests and facilitating the necessary formalities.
• Ensure follow-up regular service and maintenance of office equipment.
• Perform any logistic assistant service.

Job Requirements

Qualification, Experience, and Skills:

• Diploma/degree in Procurement or Purchasing and Supply
• Chain Management or equivalent. Other degrees are considered with relevant experience.
• Experience and/or training in flight management, Property management, supply chain management.
• A minimum of three years experience in related position.
• Prior work experience in international non-governmental organization (INGO).
• Excellent in English language skill.
• Computer proficiency: Microsoft office.
• Good interpersonal communication skill.