Logistics Assistant Fleet & Warehouse Management (Maternity Cover)

ORGANIZATIONAL OVERVIEW 

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research, and technology– creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 70 countries, all 50 U.S. states, and all U.S. territories. FHI 360’s Crisis Response team has been responding to the humanitarian emergency in Northern Ethiopia through an integrated health, nutrition, WASH, and Protection project to meet the critical needs of the conflict-affected population. FHI 360 aims to expand its reach to the Somali Region in Eastern Ethiopia to meet the immediate needs of the drought-affected population and will be implementing integrated humanitarian programming with the Ethiopia-based national organization, Pastoralist Concern (PC).

POSITION OVERVIEW

The Logistics Assistant Warehouse & fleet Management is responsible for overseeing day-to-day activities, fleet management, warehouse management, and general logistics needs related to programmatic activities of the field office. This position will mainly focus on supporting with daily movement of vehicles, and warehousing management as details outlined below. Position holder directly reports to the Logistics Officer.

Key Responsibilities and Deliverables-fleet Management:

• Plan monthly transportation activities in line with future deliveries of supplies to sites and passenger movements
• Monitor all vehicle movements, and when incidents occur ensure immediate (verbal) reporting procedures (and written when necessary) are followed. Always disseminate lessons learned to drivers and other relevant staff
• Ensure the proper use of vehicle logs sheets, checklists and waiver forms by drivers, collecting them and filing them accurately, for future reporting needs
• Regularly check and ensure that all legal as well as FHI360 standard vehicles’ and drivers’ documentation is in place, up to date, and valid at all times
• Ensure all base office vehicles are clean and tidy, and roadworthy and they comply with the optimum security / safety standards
• Ensure base office vehicles (both rental & owned) are equipped with the appropriate equipment (Rainy season equipment/ tools/ first aid kits & fire extinguishers)
• To ensure that vehicles carrying cargo for the project sites are in advance loaded and their roadworthiness and equipment is checked to ensure safe and problem free travels
• To organize vehicles and loading / offloading of cargo as well as its transportation from the suppliers whenever required
• Ensure that vehicles and generators timely standard service schedules are strictly carried out and records are kept
• Carry out periodic reviews of road conditions, report travel related security risks to the line manager and offer advice to programs’ staff regarding travel
• Maintain a system of mechanics regular visits (roving) in the country projects for preventive maintenance exercises and assessment on fleet & generators conditions.

Key Responsibilities And Deliverables-warehouse Management

• Supports in checking the quantity and quality of goods received from suppliers and other organizations and reporting any discrepancies or damage immediately
• Creates/updates stock cards for all stock items in a timely manner immediately following receipt and after issuance of goods. Ensures all required information are correctly and entirely recorded on the stock cards
• Organizes and correctly stores goods and assets in warehouse, making sure items are identified and are easy to get to
• Supports in preparing outgoing goods with proper packing and labelling of freight
• Collaborates with the transport officer to organize and send cargo to the field
• Supports in the close monitoring of stock levels and storage conditions
• Update’s asset register participates in a physical stock inventory check annually and as needed. Works to prevent stock discrepancy (theft and damage)
• Supports the proper maintenance of all assets and equipment and reports defects
• Supports timely disposal of damaged and obsolete items; generates asset disposal reports
• Prepares documentation to track the movement and change of status of assets
• Keeps filing system for assets up to date
• Contributes to weekly and monthly inventory and asset reports, yearly assent count report
• Other relevant duties as assigned.

• Associate’s degree or International Equivalent in Business Administration or Related Field
• Bachelor’s Degree preferred.

Experience:

• 2-3 years of experience providing logistic in an office setting
• Vocational or specialized training desired
• Prior work experience in a non-governmental organization (NGO) desirable but not required
• Fluent in local language and excellent in English.

Typical Physical Demands:

• Typical office environment
• Ability to sit and stand for extended periods of time.

Technology to be Used:

• Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, Skype/TEAMS, e-mail), office telephone, and printer/copier.

Applied Knowledge & Skills:

• Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work
• Work requires attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines
• Demonstrates understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities
• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program
• Understands software used to perform day-to-day functions
• Uses office software programs, information systems, and office equipment to access, input, and verify standard information
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines
• Utilizes program specific terminology
• Gathers readily available information from office records to drafts e-mails, memos and other documents
• Proofreads documents for grammar, spelling, punctuation, and basic formatting
• Provides answers to requests for general information
• Records and documents information accurately.