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Logistics Assistant

Date Posted: Sep 24, 2020

Job Description

Job Title:                                            Logistics Assistant

Job Location:                                    Nsanje

Reporting to:                                    Area Coordinator/Logistics Manager



GOAL has been working in southern Malawi since 2002 and currently has a presence in Five districts (Blantyre, Lilongwe, Nsanje, Chikwawa and Machinga). GOAL’s global objective is to promote resilient well-being by: helping people to survive crisis; promoting optimal and resilient health; promoting food and nutrition security, and; supporting people to have sustainable and decent work. GOAL maintains close working relationships with the district authorities and relevant line ministries.


General Description of the Role

The Logistics Assistant is to provide all necessary logistical support to enable Melt field office project activities to proceed with maximum efficiency while adhering to GOAL’s logistics procedures and to provide full support to the Area Co in the management of logistics functions.


Transport Management:

  • Assist in coordinating transportation of supplies through established transportation processes; arrange for transportation of supplies coordinate shipment and receipt of supplies using established guidelines where possible. Determine best delivery method based on the supply chain, cargo type
  • Assist in managing GOAL Nsanje transport fleet and locally hired vehicles where applicable
  • To co-ordinate with programme and operation staff to ensure that the transport requirements are being met
  • To manage all transport requirements including Vehicle log book (VLB) fuel consumptions, maintenance, servicing and ensuring that all vehicles/motor bikes are fully equipped with tool kits, First Aid kits, and other relevant equipment for short or long journey.
  •  Assist in ensuring vehicles equipment are maintained as per GOAL logistics manual and specific maintenance schedule and standard and security standards
  • To manage and coordinate all drivers and make regular inspections of vehicles/motor bikes and vehicle logbooks
  • Liaise with Logistics Officer about the repair and maintenance of vehicles based on the reports submitted by mechanic or identified garage.
  • Assist in monitoring and evaluating drivers’ performance, fuel consumption and vehicle maintenance and repairs.
  • Assist in carrying out daily weekly and monthly checks on all tools and spares in all GOAL vehicles as well as weekly mechanical checks in cooperation with mechanic or identified garage
  • Assist in providing monthly evaluation reports on all transport logistics issues to the Logs Co
  • Assist in managing fuel system, including the weekly and monthly transport analysis of the cost and efficiency as per GOAL standard Vehicle Log Book and Fleet summary formats
  • Assist in ensuring that there is an efficient system of booking (daily, weekly, late, individual vehicle) as per the vehicle bookings and allocation
  • Ensure that all safety and security procedures and measures according to GOAL manual are exercised and those which are specifically required for within Malawi locations
  • Assist in coordinating the maintenance of a fleet of vehicles by maintaining table of tracking database to ensure vehicles are maintained

 


Asset Management:

  • Assist in ensuring that all assets are registered on the Fixed Asset Register extract at field level – liaise with Logs Manager.
  • Assist in ensuring the Fixed Asset Register extract at field level is kept up to date for all the asset in Nsanje
  • Assist in maintaining the extract asset register for Nsanje ensuring that all movement of assets is recorded and tracked
  • Assist in ensuring that all assets which are damaged are returned to Blantyre office (if possible) for repair or request assessment for disposal action through Logs Manager
  • Assist to ensure that all asset certificates are in order
  • Assist in ensuring that asset repair certificate is prepared and accompanies any asset that is sent from the field to Head office for repair.


Stock and Store Management:

  • Processes inventory requests and validates receipt of goods and materials against requirements; ensures inventory requests are fulfilled
  • To ensure that all goods received by GOAL are recorded in GOAL standard templates and are stored and handled as per GOAL logistics manual procedures of safety, security, accountability and transparency
  • To ensure that all store transaction paper works are kept filed as per GOAL filing system.
  • To ensure that all the items stored in the warehouses are recorded in GOAL warehouse papers
  • To supervise weekly and conduct monthly stock taking as per GOAL standards with coordination from Logs Manager.
  • To produce monthly warehouse reports as per GOAL Logistics Manual standards based on information acquired from the warehouse records.
  • To keep up to date records and files on all stocks in soft copy tool of Stock Monitoring Sheet through data info
  • To disseminate store records (SMS) once a month to Logs Manager and programme staff.


Distribution of Stock

    • Management of Internal Requisition Form (IRF’s) for local stock
    • Generation of DD’s (Delivery Dockets) and Packing lists for all stock to be transferred to a secondary warehouse.


Fuel Management

  • Manage and account for all fuel stock tracking (issues and receipts) 


File Management

    • Maintain all folders in an orderly fashion, including
    • DD & Packing Lists
    • GID’s
    • Stock Cards
    • IRF’S
    • Stock Codes
    • Tracking of DD’s and Packing Lists generated from Nsanje


Staff Management

  • Assist in managing Security Guard timetables/attendance
  • Assist in managing cleaners to ensure that the base and buildings are always kept in a clean state
  • Assist in managing subordinate staff time keeping.
  • Assist in managing subordinate Staff Holiday and Sick Leave Reports and submit to Area Coordinator/Logs Manager for review and approval


Base Management

  • Ensure all repairs reported to the Area Coordinator and repairs done in a timely manner in a cost-effective manner
  • Report any repairs to be done for the compound premises and fence.
  • Spot checks kitchen/ wash rooms and office frequently and maintain expected hygiene standards level. Delegate responsibility to the cleaners to maintain cleanliness
  • Management of Base Water (to ensure that there is always adequate water provided for compound use)


Other:

  • Manage procurement at level I in line with GOAL procurement manual – liaise with the Logistics Manager on any support required when managing procurements at this level
  • Manage all keys for warehouses and hand over to Area Co every evening (close of business)
  • Management of the compound generator.
  • Undertake other duties that may be determined by GOAL management.
  • Ensure that payment is made promptly and that the finance department receive all necessary documentation


Experience:

  • Advanced Diploma in Logistics or similar or relevant study
  • A minimum of 3 years’ experience in Logistics with an international NGO
  • He/she must be a member of Malawi Institute of Procurement and Supply (MIPS)
  • Ability to work fast and accurately under intense pressure.
  • High level of honesty, commitment, and expertise
  • Staff management experience and good inter-personal skills
  • Fluent in spoken and written English
  • Report writing skills
  • Computer Skills, including proficiency in Email, Microsoft Excel and Microsoft Word is essential


Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience


How to apply

Interested candidates should submit application letters, copies of qualifications and curriculum vitae consisting at least three references for similar work by 25th September 2020 to:


Email: jobs@mw.goal.ie


GOAL Malawi promotes gender equality, therefore female candidates are strongly encouraged to apply.

GOAL has a Staff Code of Conduct, Safeguarding and a Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty. Any individual who works with GOAL is expected to adhere to these policies.


Skills Required


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Job Detail

  • Location
    Nsanje
  • Company
  • Type
    Full Time
  • Positions
    1
  • Apply Before
    26 Sep, 2020

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