Logistic Assistant

Job Description

Position Summary

Procurement Support and Assistance– 25%

• Assists in maintaining an efficient Request Orders tracking system.
• To keep records of and maintain contacts with suppliers and local repair/maintenance shops, and to conduct price comparisons among them, in order to get the best deals.
• Assists in ensuring procurement activities in Oxfam are carried out in accordance with the Logistics, Purchasing and Supply Procedures Manual and in accordance with local laws
• Maintains a database of suppliers, equipment and specifications and to share this information with the Logistics and Programme staff.
• Prepares payment requests and submit to Finance and liaises closely with finance in order to understand fully the payment process and timing
• Assists in following-up all pending purchases and related issues.
• Provides support in preparing and submitting weekly procurement reports as requested.
• Supports the Senior Logistics Officer in maintaining complete and comprehensive procurement paper trail for Audit purposes
• Assists staff on online systems transactions as per request
• Does any other tasks reasonably assigned by and agreed with the line manager or designated person. 

Fleet Assistance and Support: – 25%

• Supports the Sr. Logistics Officer in planning the vehicle allocation in order to optimally serve the needs of the programme.
• Assists the Sr. Logistics Officer in ensuring rented vehicles providers are adhering to Oxfam contractual terms in relation to insurance documentation, servicing/maintenance schedules and safety and driving regulations.
• Provides support in ensuring proper systems are in place for maintenance/servicing of the generators to ensure optimum operation
• Supports the logistics staff in maintenance of an efficient fuel purchasing and replenishment systems.
• Assists the Sr. Logistics Officer in preparing necessary reports on fleet management, fleet allocation, utilization and expenses.

Warehouse and Assets Assistance and Support: – 25%

• Maintains the BIN Card (all in and out) of the store with proper documentations and recorded/maintained in the system.
• Drafts the monthly warehouse report.
• Facilitates the physical verification of the warehouses and stock on regular basis
• Records and tags all assets in the office and guesthouse.
• Assists in physical verification of assets in Aden Office.

General departmental Administration – 24%:

• Supports in ensuring Oxfam procurement systems, procedures and working practices are adhered to and in harmony with all other departments.
• Maintains the proper archiving, filing and storing system and to keep all the procurement records safe and retained as per the compliance requirement of donors.
• Be part on various procurement committee from time to time and propose solutions on procurement matters to the procurement committee members.
• To attend staff meeting and other related meeting where logs inputs are necessary.
• Follow the Code of conduct at all times and report any misconduct as per HR procedures.
• Adhere to all applicable SoPs, rules and regulations, and report any non-compliances when observed.

Security —  1%:

• To follow all SoPs of Security and safety.
• To work closely with relevant staff to ensure that all Oxfam staff adhere to the security protocols
• To report any security misconduct and security accidents, as per SoPs.

What we are looking for

• At least 2 years of working experience in Logistics and/or Procurement preferably in similar organisation.
• Diploma or University graduate in any course preferably in Logistics, Procurement or material management.
• Computer literate, including word processing, Excel and databases/ spreadsheet use.
• Skills and experience in archiving/filing systems in both hard copies and soft copies which are accessible and experience in doing inventories and tracking system.
• Ability to communicate in Written and oral both in Arabic and English
• Experience in working in finance and keeping track/liquidation of expenses
• Demonstrated experience of integrating gender and diversity into the team
• Working knowledge of PowerPoint presentation