Logistics Assistant

Job description

JOB SUMMARY:
The Logistics Assistant supports Orbis Zambia projects with logistics and administrative work.

Based in the Orbis Office in Solwezi, they will travel regularly to other project sites in in Zambia.

REPORTING & WORKING RELATIONSHIPS
The Logistics Assistant will report to the Project Officer, North Western Province to provide logistical and administrative support for program implementation. He/she will also be responsible for driving project staff, consultants and visiting staff of Orbis International Zambia.

ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY
·         Assist in obtaining quotations for procurement, compiling, and analyzing cost information and assist in the selection of vendors.

·         Maintain a register for all documents/samples/tender or bids received at all times

·         In collaboration with the Project Officer and Procurement Manager, maintain an up-to-date procurement tracker

·         In collaboration with the Project Officer and Office Manager, maintain an up-to-date asset register

·         Update stock records on a regular basis, both electronically and manually.

·         Brand equipment and furniture with asset number tags and stickers, where applicable.

·         Maintain an efficient and effective filing system for all equipment/supplies received and distributed to the facilities.  The system must be easily accessible.

·         Verify and keep records of incoming and outgoing shipments and prepare items for distribution

·         Perform administrative tasks on behalf of the project including but not limited to obtaining quotations, collecting goods, documents or mails, photocopying, scanning, -preparing administrative documents and handling payment

·         Handle front office duties as and when needed.

·         Provide logistical support for Orbis staff, consultants, and visiting staff, including hotel arrangements, meetings and workshops airport and hotel pick-ups, etc.

·         Drive and maintain project vehicle (i.e., ensuring that servicing schedules and reporting of any maintenance needs are done on a timely basis), and ensuring safety of the vehicle and passengers.

·         Carry out different inspections of the vehicle before driving

·         Maintain an updated vehicle logbook daily by noting date, destination, departure and submitting mileage, fuel consumption and maintenance reports to the Project Officer for onward submission to the Finance Department.

·         Ensure smooth running of transport operations, in conjunction with the Project Officer by consistently monitoring the transport calendar and requests.

·         Travel to different project locations in the North Western provinces and Lusaka as needed.

·         Perform any other office related duties as requested by the Supervisor and other Senior staff

QUALIFICATIONS & EXPERIENCE
·         Minimum Certificate or Diploma in Business Administration

·         Certificate in Administration, procurement, mechanics or any related qualifications is a plus.

·         Valid driving license with at least 5 years of experience driving and maintaining vehicles and logbooks.

·         Defensive driving is essential

·         Knowledge of and ability to operate basic office equipment such as computers, scanners, copiers, and fax machines.

·         Experience working with an NGO preferred.

SKILLS & ABILITIES
·       Good command of written and spoken English.

·       Excellent interpersonal communication skills (verbal & written) required.

·       Able to interact with people of diverse cultural backgrounds.

·       Having basic computer skills including Word, Excel and the Internet.

·       Ability to foster an open trusting work environment.

·       Ability to work in a highly demanding work environment.

·       Ability to take initiative, work in teams.

·       Ability to be politely persuasive and resilient for speedy results, as the external working environment may not be smooth.

·       Accepts accountability for works planned and promised and respect deadlines.

·       Supports a customer-centered approach to programs, services, and systems.

Ability to travel up to 50% of the time, domestically