Logistics Assistant

PROGRAM/DEPARTMENT SUMMARY: The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the Procurement of goods and services and provision of logistics to the team. The overriding objective is the prompt and effective provision of materials and services to Mercy Corps’ beneficiary populations in compliance with donor specifications. GENERAL POSITION SUMMARY:  The Logistics Assistant is responsible for assisting the Logistics Officer in overseeing Mercy Corps’ logistics operations.  ESSENTIAL JOB FUNCTIONS:  Warehouse: Assist in the organization and supervision of the Warehouse casual laborers and pick-up drivers; Monitor the receipt, storage, loading and dispatch of stockd/goods to MC warehouses and that they conform to the specifications as ordered on the original PR. Ensuring that the Stock Cards accurately reflect the actual records of the stock Bin Cards at all times. Maintaining MC warehouse documentation in an orderly and systematic filing system. Maintain standards on health and safety, hygiene and security in MC Warehouses Informs the Logistic Officer of any discrepancy in the accounting for the stock held. Checking packaging for tears and spillages.  Asset Management: Properly Record and tag all assets and inventory old and new in line with MC policies and procedures. Keep the asset register, asset cards and personal issue forms up to date with information of where each asset is/who it has been issued to. Send an updated asset register to the Logistics Officer on a monthly basis. Perform a monthly asset check, report if any assets/inventory are broken, lost or stolen on the Inventory Loss/Theft/Damage report, to be countersigned by the Logistics Officer. Perform a quarterly physical asset check with the Logistics Officer, print updated asset register, sign and file. Record any damages or faulty items and arrange to have the fixed if possible/cost effective. If any broken assets are repairable, arrange for their repair together with the Logistics Officer.  Fleet Management:               Assist the Logistic Officer to assess all drivers’ skills and conduct Driver’s trainings. Ensure that all vehicles have log books, and that all drivers or staff with driving privileges are filling them every journey. Any MC vehicle without log book or sheet is not to be used. Ensure that all drivers            are properly licensed and all vehicles have: spare tire, first aid kits, emergency tool kit, emergency contact numbers, internal vehicle numbers and MC branding. Ensure that all vehicles are safe and road-worthy. Maintain administrative vehicle files for each vehicle. Monthly compilation of vehicle log-sheets. Scheduling and management of drivers. Schedule vehicle use to meet programmatic and operational needs. Responsible for oversight of vehicle rentals including tracking of leases and payments.  Administration: Collects quotations and bids from the market for PR-s as assigned by Logistic Officer – as per MC standards and formats; The Logistics Assistant will conduct himself/herself both professionally and personally in such a manner as to bring credit toMercy Corpsand to not jeopardize its humanitarian mission. Any other duties relating to the nature of the job as assigned by the Logistics Officer. ACCOUNTABILITY Accountable for following Mercy Corps Field Logistics Manual, the MC Code of conduct regarding Logistics activities, MC Conflict of Interest policy and Fleet Management Policy Guidelines. REPORTS DIRECTLY TO: Logistic Officer WORKS DIRECTLY WITH: Drivers KNOWLEDGE AND EXPERIENCE:  Bachelor’s degree or equivalent Degree is desired. 1-2 years of experience in large scale supply chain management preferable; Strong organizational skills; ability to interact effectively with international and national personnel. Good oral and written English skills. Good computer skills on MS Office programs, especially in MS Excel. A demonstrated ability to multi-task and process information into action as to not delay program activities. A clear understanding of Logistics and procurement ethics and donor compliance is essential SUCCESS FACTORS: Willingness and ability to work effectively with a wide variety of people Ability to work as part of a team and coordinate with project personnel Good spoken and written English Computer literate and strong organizational skills.