Procurement & Logistics Assistant

Summary of Position The Procurement and Logistics Assistant is responsible for facilitating the procurement process and assisting the Logistics department in overseeing logistics operations. Working closely with Program, Administration, Finance and Logistics the Procurement and Logistics Assistant is instrumental in supporting program activities through his/her services. Responsibilities Daily coordination of SFCG procurement & Logistics activities •Following on Purchase Requests (PRs) in coordination with Management and Procurement Coordinator •has a full understanding of SFCG procurement policies and templates. •Collects quotations and bids from vendors and market for PR-s as assigned by SFCG standards •Interact with vendors, in coordination with Management; coordinating with Finance department to ensure payments are facilitated in a timely manner •Ensure goods are received in accordance with SFCG standards. •Prepare the required documentation of supplies and transactions are completed to SFCG standards. •Preparing payment documents for all assigned procurements •File completed procurements and transactions as necessary •Assists the Logistics Coordinator with asset management. Identify assets during the course of procurement. Other duties as assigned • Monitor the receipt, storage, loading and dispatch of stock/goods to SFCG office and that they conform to the specifications as ordered on the original PR. • Maintaining SFCG stock documentation in an orderly and systematic filing system. • Properly Record and tag all assets and inventory old and new in line with SFCG 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 Coordinator on a monthly basis. • Perform a monthly asset check, report if any assets/inventory are broken, lost or stolen on the Inventory Loss/Damage report. • Record any damages or faulty items and arrange to have the fixed if possible/cost effective. • Ensure that all vehicles have log books, and that all drivers/staff with driving privileges are filling them every journey •Ensure that all vehicles are safe and road-worthy. • Maintain administrative vehicle files for each vehicle. • Monthly compilation of vehicle log-sheets. • Schedule vehicle use to meet programmatic and operational needs. • Responsible for oversight of vehicle rentals including tracking of leases and payments. •Ensuring SFCG office is maintained and stocked with all kitchen and stationary items needed (to include filling the monthly stationary lists). • Receiving goods in the field and ensuring goods received notes are signed by suppliers. REPORTS DIRECTLY TO: Logistics and Procurement Coordinator Requirements and skills: • Excellent interpersonal skills • Ability to work simultaneously on multiple tasks • Willingness and ability to work effectively with a wide variety of people • Good spoken and written English • Ability to work as part of a team and coordinate with project personnel • Computer literate and strong organizational