Logistics Assistant

Job Summary:

The Logistic Assistant, under the direct supervision of the Director of Operations and Finance, will provide support to the employees of the organization to ensure and manage tidiness of the office, supervise cleaners, ensure that stationaries are all provided for staff, ensure that phone and internets are available for staff, and to assist Operations department with printing, photocopies, and filing and other administrational duties.

Duties and Responsibilities:

Under the direct supervision of the Director of Operations & Finance, the Logistics Officer shall perform the following duties:

1. Ensure that WEO procedures and General Conditions of procurement and logistics are well understood by the suppliers;

2. Participate in following market prices, updating suppliers and price list and assessing new suppliers, negotiate price, delivery time and other terms when needed;

3. Create purchase file, proceed to quotations and purchases;

4. Process purchase requests and ensure that the purchases are in line with the procedures;

5. Prepare Purchase documents (Technical and Financial Evaluation, Purchase Orders, Delivery Note), in accordance with WEO procurement procedures and under supervision of the Director of Operations and Finance and proceed to purchases once all the documentation is validated;

6. Check the quantity and the quality of the merchandise purchased and ensure the delivery deadlines;

7. Attends project team meetings and prepare meeting minutes when requested by supervisor;

8. Permanently ensure that all drivers have received general training and carry out regular testing, control that drivers are aware and respect safety measures;

9. Establish vehicle movement schedules weekly;

10. Check that vehicle logbooks are in place and are used correctly;

11. Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored;

12. Ensure good supply of consumables such as stationeries and cleaning materials;

13. Monthly logistic reporting: Vehicle logbooks, Purchase list and Follow-Up, Equipment Inventory;

14. Provide the programs team with all information needed to draft intermediary and final reports;