DEPARTMENT:                        LOGISTICS

Place of employment:      KAMPALA

LINE MANAGER:                     LOGISTICIAN 2

WORKING HOURS:                  20 HOURS (50% OCCUPATIONAL RATE)

Purpose:

The Logistics Assistant supports the delegation's logistics team by following up on and handling requests.

Generic Accountabilities and Responsibilities:

Provides support in accordance with logistics standards, ICRC rules, financial procedures and regulations. This may include some or all of the following activities:

• Meetings with internal customers for collaborative demand planning (CDP)

• Order management

• Maintenance, follow-up and statistical reporting using the Field Supply System (FSS) application

• Follow-up on inventory levels

• Warehousing

• Transport of goods and coordinating trips into the field

• Import-export formalities

• Filing and archiving of documents.

Specific Functional Responsibilities:

Procurement and Purchasing

• Ensures validation and recording of Requisition Orders (ROs) according to established criteria
• Ensures accurate and timely follow-up and treatment of Requisition Orders
• Provides feedback to the requester concerning status of validated Requisition Orders
• Update and close RO files
• Establishes and keep up to date RO Data Base
• Investigates for delayed RO
• Monitor and follow up on claims and claims procedures
• Carryout purchasing in accordance with ICRC standards within local area for those items not forwarded to Manila
• Ensures that purchasing is carried out in accordance with ICRC standards, is auditable and fully transparent and is carried out in to the satisfaction of the "client" departments
• Liaises with the Administration on financial issues

Warehousing

• Manages the warehouse including monthly stock inventory for all assistance items in accordance with ICRC guidelines
• Ensures all the stock items are accompanied by the appropriate documents
• Ensure that all warehouses are appropriate for requirements, clean and secure
• Reports to the Immediate Supervisor in order to enable him / her maintaining optimum stock levels, using cards or other systems, this according to regulations in place and instructions received by the Immediate Supervisor
• Responsible for the reception, careful inspection of all items delivered to all types of stocks and documents signature.
• Responsible for the proper and careful storage of all items and for their packing and loading for distribution to 'clients'
• Supervises / checks the Loaders / Head Loaders while working in the store
• Locks warehouses whenever no staff is present

Computer systems / Field Supply System (FSS)

• As required to operate and maintain ICRC logistics standard computer system

Transport / Dispatch

• To arrange and execute forwarding of all assistance items, diplomatic pouch, personal effects to final destination as requested
• Send back to issuer all Waybills after having signature.
• Maximise fleet efficiency and effectiveness through planned resource allocation and maintenance in accordance with Workshop Manager (or VFM)

Statistics

• Send monthly statistics to Headquarters all logistics forms copies after checking and signatures

General Duties:

• Abides by the Security Rules and the ICRC Code of Conduct at all times;
• Ensures optimal information management and sharing within the delegation in line with internal guidelines and in full respect of confidentiality principles;
• Performs duties and tasks not covered in this job description and provides support to other departments when necessary.

Minimum required knowledge and experience:

• University degree in Logistics, stores, supply chain management or related field
• Minimum 2 – 3 years’ work experience in a logistics department or environment
• Confirmed computer skills, especially in Excel & Word
• Able to work within deadlines and sometimes under stressful conditions
• Driving skills with a valid driving permit with B and DM classes is an added advantage

Person profile:

•         Personal integrity, honesty, discretion and reliability.

•         Excellent report-drafting skills, with consistent attention to detail.

•         Very good communication and interpersonal skills; ability to train, coach and motivate others.

•         Strong sense of responsibility and ability to take initiative and to work independently.