Admin & Logistic Assistant – Baidoa

SOS Children’s Villages invites applications from suitably qualified and interested candidates who fulfill the eligibility criterion for the below one Positions.

Job Title: Admin & Logistic Assistant

Location:  Baidoa

Responsible to: Admin & Logistic Officer

Job Summary:

As the Admin& Logistic Assistant, the employee is to ensuring that logistic processes are carried out in a timely manner and gives regular updates on the progress to the management. The employee is expected to assist in the smooth operation of the project assigned to in Baidoa.

The employee will be assigned to ensure that all service tenders are launched on time and according to the SOS Procurement Manual/ Guidelines and/ or partner requirements. The Employee will also work to identify the vendors and enter into contracts with them as well as accounting for any gender specific needs regarding logistics.

Main duties and Responsibilities:

• Transport and Distribution

• Assist in collecting mail to send with the available means of transport to the relevant destinations
• Helps in monitoring the status of incoming international supplies, status monitoring and correspondence with the Liaison Officer in Mogadishu/ Nairobi.
• The Employee will organize safe reception of goods in the organization’s warehouses
• Assist in picking visitors at the airport
• Prepares all necessary documentation and liaises with the appropriate authorities to obtain customs clearance.
• Store/ Warehouse Management

• Ensures that the office supplies and office equipment are well maintained
• He will be responsible for guarding the office during the working hours.
• Procurement Management
• He will be helping in small purchases needed for the office
• Processes logistics requests from programmes and ensures follow-up action completed.
• Assist in receiving, inspecting and verifying all incoming materials and reconciles with purchase orders and delivery notes and tracks damages and discrepancies on orders received.
• Responsible for assisting in tracking of commodities and reporting of the same as per the specifications.
• Responsible for distributing commodities to the respective targeted recipient population as per approved project plans.
• Assist in ensuring regular stock count of commodities or items under distribution at the course of distribution exercise.
• Assists in clearance and forwarding issues

4) Record and Register Keeping

• Maintain an attendance register for all the staff in the project
• Maintain proper stores records that clearly show movement of supplies and inventories

5) Administrative Services

• Serve visitors by greeting, welcoming, directing and announcing them appropriately
• Provides callers with information such as SOS CVEs address, directions to the organization location, fax numbers, website and other related information.
• Receives, sorts and distribute incoming mail to the concerned departments, work units and co-workers,
• Coordinates the pick-up and delivery of express mail services (DHL, EMS, UPS, etc.)
• Assists with other related clerical duties such as photocopying, faxing, filing and collating.
• Control inventory relevant to Reception and Secretary, staff cafeteria and guest accommodation and meal;
• Tidy and maintain the Reception and Secretary area
• Ensure co-workers and guests get accommodation accordingly.
• Initiate and follow up quarter procurement of Canteen supplies and maintain available stock balance all the time
• Ensure the provision of refreshments for meetings
• Organize conference and meeting rooms as per requested
• Coordinate meetings and organize catering
• Ensures catering arrangements for meetings and visitors by ordering and serving lunches and preparing tea and coffee as requested.
• Makes travel and accommodation arrangements.
• Maintaining inventory records and always maintain minimum required stock level
• Asset management, maintenance of Office, and guest house
• Ensure that hotel bookings are made in time and communicated to staff arriving.
• Maintain inventory of office stationery etc.
• Prepare documentation of legal proceedings.
• Arrange for office equipment repairs and maintenance and ensure everything is in good working condition
• Arrange logistics of staff travel.
• Efficient pick and drop arrangements for staff and visitors
• Process visitors’ approvals for international staff
• Organize events/trainings as needed/ requested
• Record and prepare minutes from staff meetings.
• Provide administration support to all departments and sectors with the operation coordinator approval.
• Manage repair and maintenance of office equipment, including computers, phones and printers
• Arrange and facilitate for visitors’ transportation, their arrival and visas clearance

6) Payments

• Submits payment requests for logistics services.

7) Data Protection

• At all times ensures that personal data of donors, sponsors, SOS CV beneficiaries and their families as well as SOS co-workers is handled confidentially and in accordance with prevailing SOS-Kinderdorf International data protection laws.

Performs other reasonable tasks as assigned from time to time.