Ended Logistics & Warehouse Assistant

The Job

DIVISION / DEPARTMENT / LOCATION: Logistics – Sa’ada.

JOB FAMILY: Property and Logistics

SALARY:

LEVEL: National E1

OXFAM PURPOSE: To work with others to find lasting solutions to poverty and suffering.

JOB PURPOSE: To provide logistics support for the Oxfam programme in Sa’ada in line with Oxfam’s policies and procedures.

REPORTING LINES:

Post holder reports to: Logistics Officer

Staff reporting to this post: N/A

BUDGET RESPONSIBILITY: None

KEY RESPONSIBILITIES:

Procurement:

  • To support procurement of items based on authorised requisitions, in line with Oxfam GB procedures.
  • To liaise closely with Logistics officer on procurement.
  • Ensure requisitions are entered in tracking sheet.
  • Together with Logistics Officer, carry our regular updates of the requisitions, RFQs, POs status and prepare monthly tracking sheet report for all the requisitions.
  • To fill Bid Analyses form and get it sign by the committee for issuing PO or contract.
  • Prepare payment packs, get all payment authorisations and record all payments before forwarding to finance for processing.
  • Raise all Logistics related requisitions and ensure they are properly and fully authorised.
  • Together with Logistics Officer, raise a service contracts or POs for hiring trucks for transporting of the materials to targeted areas based on the distribution plan from program team and authorised requisitions.
  • Ensure all suppliers invoices are delivered on time for payment process.
  • Perform any other duties that have been requested by his Management

Transport

  • Processes vehicles payment.
  • Ensure Vehicle log sheets are distributed to drivers every morning and get all log sheets from drivers at the end of the day.
  • Prepare Generator and Vehicles movement reports to be sent to Logistic Officer for preparation of the Monthly and quarterly reports.
  • Maintain fuel consumption in daily bases for both generators (Office and GH) for preparing Generator Report.
  • Maintain records of both rental and Oxfam vehicle and drivers licenses for security and legal compliance purposes.
  • Ensure drivers adhere to, and respect the Oxfam laid down vehicle policies and procedures as well as signing of non-staff code of conduct for all non- Oxfam drivers.

Storage

  • Ensure proper storage and warehousing of assets and programme stocks, including proper receiving and issuing of stocks, maintenance and updated bin cards.
  • To ensure proper record keeping and safety of all items received in the warehouse (goods received notes, receipts, waybills, stock requests and all other documents) both electronically and manually as may be required for audit trail.
  • Prepare warehouse report to be sent to Senior Logistics Officer for preparation of the Monthly and quarterly reports.
  • Report on timely basis any missing, damaged or items whose expiry date is near for appropriate action.
  • Arrange for regular physical stock taking and spot checks for assets, stock and office equipment as per standard Oxfam systems, together with Senior Logs Officer.
  • Organise for casual labour when required at the warehouse (liaise with the Logs Officer for the Hiring of the casuals and with Finance for payment).
  • Under the direction of the Logistic Officer, Carry out regular updates of the assets and inventory and prepare monthly, quarterly and annual reports.
  • Supervise the casuals during the time they have been hired in the warehouse until completion of work, to avoid any losses or miscounts.
  • Together with the Logistics Officer, arrange for truck hire for transportation of materials from the warehouse to the sites as per Programme team requirements, in a timely manner.
  • Ensure the warehouse is clean and well organized at all times.
  • Supports in distribution (on request).

Administration

  • To ensure Frequent filing and maintenance of logistics files for easy access and retrieval, Requisitions, RFQs, Bid Analyses, Purchase order forms, Contracts, Invoices, GRNs, Waybills, and (all other documents) both electronically and manually as may be required for audit trail.
  • Prepare payment packs, get all payment authorisations and record all payments before forwarding to finance for processing.
  • Raise all Logistics related requisitions and ensure they are properly and fully authorised.
  • Support Logistic Officer to ensure requisitions are entered in tracking sheet report.
  • Perform any other duties that have been requested by his Management.

SKILLS AND COMPETENCE:

  • BA degree in marketing, business administration or any related field.
  • Diplomacy, tact and negotiating skills.
  • Flexibility under pressure and in response to changing needs.
  • Attention to detail and excellent numeracy.
  • Good experience in: warehousing, procurement, and administration.
  • Good written and spoken English.
  • Ability to keep clear and concise records.
  • Valid clean driving license and sound driving skills.
  • Commitment to Oxfam’s equal opportunity and gender policies.
How to Apply

Please Interested candidates are kindly requested to visit our website below for More details about post and apply through post application:

https://jobs.oxfam.org.uk/vacancy/logistic--warehouse-assistant-int5028/9710/description/

  • Employer: Oxfam
  • Category: Logistics
  • Location: Sa'dah
  • Posted on: 8 November 2018
  • Deadline: 22 November 2018

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