Logistics Assistant

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Smythe Road, Sunny Side, Blantyre
PO Box 31807, Blantyre 3, Malawi
Tel: (265) 1 827083
www.goal.ie

RN: NGO/R/002/03, C/0146/2002

General Description of Programme:

Background

GOAL has been operating in Malawi since 2002, initially in an emergency capacity, and then as a broader health and livelihoods focused development programme. Globally, GOAL’s current strategic goals are as follows: i) communities attain optimal and resilient health; ii) vulnerable groups participate in and shape their society and environment; iii) households and communities have economic and food security. These objectives are in line with the Government of Malawi’s own developmental priorities, as laid out in the MGDS II.

Job Title:                                  Logistics Assistant
Job Location:                          Blantyre
Reporting to:                          Logistics Manager

General Description of the Role

The Logistics Assistant is to provide all necessary logistical support to enable GOAL Malawi project activities to proceed with maximum efficiency while adhering to GOAL’s logistics and procurement procedures and to provide full support to the Logistics Officer and Logistics Manager as required.

Procurement

  • Manage procurement at level I and II in line with GOAL procurement manual – liaise with the Logistics Manager on any support required when managing procurements at this level.
  • Receive and process approved PRs assigned by the Logistics Manager from all field locations, checking that order has been correctly filled, that quantity/specification is possible, that coding that has been provided and that order has been properly authorised.
  • Prepare necessary Enquiry Forms and Request for Quotation for all required supplies, services and works to service providers, with all specifications, indicate closing dates to receive quotations, with strict adherence to GOAL rules and regulations.
  • Receive quotations for local/files procurements requirements and prepare a bid analysis on the quotations and make recommendations to award a contract/purchase order.
  • Prepare required local purchase orders (LPOs) ensuring correctness and details of specifications, quantities and financial information for submission and approval.
  • Conduct terrorist check for suppliers who are involved on Level II or above procurements – value above €1,000 for frequent bought supplies that amount accumulates to €1,000 /year.
  • Liaise with requesters/Budget Holders to develop specifications when required and provide availability and price estimates.
  • Keep updated and assist in the maintenance of the Supplier List, OTS and participate in market surveys as required.
  • Ensure all procurement files including email correspondence are held in soft copy in the Logistics SharePoint on the shared drive, and the completed file is correctly named.
  • Assist to ensure payment of suppliers is made promptly and that the finance department receives all the necessary documentation.
  • Ensure procurement is undertaken in a timely manner to minimize disruption to programmes.
  • Provide procurement status to the Logistics Manager and advice on any delays / bottlenecks.

  Asset management

  • Participating in physical asset checks.
  • Assist to ensure that all asset certificates are in order.

  Fleet management

  • 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 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

  Stock 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 Logistics 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 Logistics Manager and programme staff.
  • Management of IRF’s for local stock.
  • Generation of DD’s (Delivery Dockets) and Packing lists for all stock to be transferred to a secondary warehouse.

  File Management

Maintain all folders in an orderly fashion, including:

  • DD & Packing Lists
  • GID’s
  • Stock Cards
  • IRF’S

  Base Management

  • Ensure all repairs reported to the Logistics Manager and repairs done in a timely and cost-effective manner.
  • Management of Base electricity and water (to ensure that there is always adequate water provided for compound use)
  • Assist in managing Security Guard timetables/attendance

  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.

  Requirements:

Essential:

  • Diploma in CIPS, Logistics or similar and relevant study.
  • A minimum of 3 years’ experience in Logistics with an international NGO.
  • Ability to work fast and accurately under intense pressure.
  • Good IT skills in particular MS Excel, Word, PowerPoint, and Outlook.
  • Good Communication skills in English – reading, writing and speech
  • Good negotiation skills
  • Flexible attitude.
  • Skills in report writing
  • Committed team player.

Desirable:

  • Must be a member of Malawi Institute of Procurement and Supply (MIPS).

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 7 th  November 2021 to  [email protected] .  GOAL Malawi promotes gender equality, therefore female candidates are strongly encouraged to apply. All letters to be addressed to:  Human Resources office GOAL Malawi, P.O. Box 31807, Blantyre 3.

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.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document.

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