Logistics Assistant

RESPONSIBILITIES:

1. Supply Chain and procurement:

• Generates and updates the list of preferred suppliers; orders and prepares contracts procures items from local suppliers or elsewhere as appropriate.
• Procures and manages office supplies such as stationery, cleaning material, and catering supplies
• Keeps clear and well-documented files and well-organized archives on operations: ledgers, requisition orders, release orders, stock/bin cards, stock reports, loss adjustment reports, physical inventory.
• Receives inventory and provides timely, accurate stock and inventory reports including equipment tracking reports for management information and donor reporting purposes.
• Ensures that RTP assets are received, coded and registered in the assets register and ensures disposal of RTP assets are carried out according to existing policies and specific donor rules.
• Manages relationship with vendors, suppliers, and contractors to facilitate the flow of services.

2. Building management

• Maintains all office buildings and provision of utilities, highlights facilities and maintenance needs and coordinates with services providers.
• Ensures servicing of generators and monitor fuel consumption.
• Follows up on leases for all RTP buildings.

3.Fleet management and office support

• Plans and coordinates the procurement of equipment and motor vehicle spare parts.
•  Ensures that daily and weekly vehicle and stand-by generator inspections are performed and that regular servicing is carried out.
• Facilitates the repair or recovery of vehicle and generator breakdowns when required, including repair/recovery outside of working hours; follows up on periodic services of the vehicles.
• Ensures the annual inspection of vehicles as per the procedure of the country.
• Prepares quarterly and annual reports on the vehicle performance i.e. mileage covered and the unit and total cost incurred for each vehicle.
• Plans and provides all transportation services such as travel arrangement, booking and ticketing, visa applications, vaccinations, hotel and taxi booking, travel allowances and expense claims for programme team as well as other RTP staff in line with the stipulated transport request procedures.
• Follows up with staff members regarding safety issues to ensure RTP standard regulations and security are followed and properly implemented.
• Follows up with IT provider for maintenance of office computers.

4.Conference and events management

• Assists with negotiations for space contracts and books event space, arranges food and beverage, orders supplies and audiovisual equipment, make travel arrangements, orders event signs, and ensures appropriate décor to meet the quality expectations of the event.
• Conducts research, makes site visits and finds resources to help staff make decisions about event possibilities.
• Keeps track of event finances including check requests, invoicing, and reporting.

5.Team management

• Supervises and monitors all drivers in their daily duties such as daily vehicle inspections, preventative maintenance reporting, logbooks, cleaning of vehicles and adherence to safety.
•  Ensures that the direct reporting team are familiar with their roles and responsibilities within their individual job profiles and provides all coaching and support to build their capacity.
• Carries out the performance appraisal of the direct reporting team