JOB DETAILS:
Job Summary:
Under the guidance of the Senior Administrator/ Human Resources Officer, the Assistant will support the logistics team in operational matters relating to Store management and general logistical needs while maintaining stipulated standards. The Assistant will work in close collaboration with the project team, Loaders, and drivers to ensure that operations are running efficiently.

Main Duties & Responsibilities
• Coordinate with the Snr; Admin/HR Officer in managing fuel for each project to aid in effective transportation.
• Inspect all organizational Fleets and hired vehicles to ensure that all are in good mechanical condition and make sure repairs are done on time.

• Ensure proper management of all lubricants and Fuel and submit monthly utilization reports.
• Ensure that all drivers and project assistants properly manage the vehicles and motorcycles assigned to them; all have riding permits and safety gear.

• Help coordinate water tracking within settlements from pump stations.
• Administratively, support management on any other extra duties assigned within a specified period when requested by the supervisor.

• Effectively receive/dispatch commodities including transshipment (truck to truck) against official approved documentation (e.g. waybills and/or delivery notes) ensuring accuracy in the physical count of commodities including the quality in compliance with the established standards.

• Prepare, verify, and sign off warehouse and transport documents, and maintain confidential files and accurate warehouse transaction records to ensure immediate reporting on commodity movements in line with the corporate requirements.
• Carry out daily warehouse closing reconciliation and accurate inventory checks supporting internal control systems in compliance with the warehouse management requirements.

• Perform daily inspections and prepare reports on the quantity and quality of the commodities received/dispatched and handled, detect promptly and analyze reasons for stock discrepancies/damages, investigate missing quantity, and prepare warehouse loss reports recommending appropriate solutions, to enable informed decision-making.

• The incumbent will implement appropriate measures to safeguard non-food commodities, to ensure quality control using standard preventive measures in line with LWF established procedures and authorization received from the supervisor.
• Keenly monitor the condition of the warehouse and commodities and take appropriate actions, to support efficient warehouse space-planning and well-organized commodity storage following LWF warehouse standards.
• Provide guidance and on-the-job training to warehouse staff to contribute to their development and high performance.
• Administratively, support management on any other extra duties assigned within a specified period when requested by the supervisor.

Project Planning
• Take the lead in organizing the drivers/loaders & the weekly transport needs

Staff Management
• Assists in the implementation of performance management processes regularly sets smart targets for drivers and conducts effective appraisals with clear objectives.
• Support the team in organizing training, coaching, and mentorship to enhance staff performance.
• Maintain /improve on overall performance of logistics operations;
• Financial management / Budget Monitoring & Control
• Keep track of the logistics budget by tracking every activity implemented

Other:
• Performs any other relevant duties that may be assigned from time to time by the Senior Admin/HR Officer/her designate.

Education, Qualifications & Experience Required
• Transport & Fleet management
• Degree/Diploma supplies management, Store Management and any other related Field.
• Logistics and Supply Chain Management
• Bachelor’s degree/related qualifications will be an added advantage.
• Computer literacy and knowledge of logistics management software package(s).
• Excellent communication skills and ability to write good reports.
• Previous experience with other local and international NGOs.
• Knowledge of local languages, English, Kiswahili and Arabic will be added advantage.
• Valid driver’s permit and able to drive and ride a motorcycle.

Special Skills, Aptitude or Personality Requirements
• High integrity, self-driven and able to set own work schedule with rigorous deadlines.
• High level of people management and customer care skills.
• Ability to initiate and complete assignments and to work under demanding circumstances with minimal supervision.
• Strong organization, supervisory, problem-solving, interpersonal, communication as well as team building and negotiation skills.
• Experience in logistics management
• Ability to take initiative and work independently