Somalia: LOGISTICS/Admin Assistant (For only Somalian National)

Reporting to: Logistics Coordinator/Acting Admin &HR Manager

Line Management responsibilities: Security Guards

Duration of Initial Contract: 5 Months with possibilities of extension.

Background

Islamic Relief Worldwide, Somalia Programme has been operating in Somalia since 2006 and has responded to conflict and drought affected people through provision of life saving assistance. Through our projects, IR has continuously Responding the emergencies through Emergency Food Assistance, safe drinking water, improving hygienic sanitation facilities, increasing hygiene awareness, particularly to ones living in IDP camps; empowering the urban poor and distressed working children, engaging in conflict management and mitigation and strengthening of community cohesiveness and co-existence.

JOB SUMMARY

To undertake all logistical & Operational support functions in Baidoa IRS Office and to provide effective and efficient implementation of IRS programmes Southwest State of Somalia.

Key Duties and Responsibilities

Office Sep up and Ensure conducive Operational plat form

• Implement Office/Guesthouse Space management, furnishing and organize all office needs

• Familiarize him/herself with the IRS Logistics Manual, Administration guidelines and Human resources procedures and comply with all the policies

• Ensure keeping of an accurate inventory of items both in stores and office equipment.

• Facilitate Effective movement control and vehicle/travel management

• Ensure storage of items is stored in clean and rodent/pest free.

Manage Procurement

• Support projects in development of procurement plans and consolidate project procurement plans at Baidoa Field Office and share with Country level

• Organization and implementation of the procurement process of each project, including preparation of terms of reference, publication of procurement calls and bidding invitations, receipt of offers and quotations and their corresponding evaluation, in full compliance with IRS rules and regulations;

• Ensuring purchases is done in time for project use.

• Reviewing quotations and analyzing them for price, quality, timeless and service or forwarding to country office for evaluation and contract award decision

• Carry out market price surveys in local markets

• Compliance of procurement activities with IRS rules, regulations, policies and strategies; implementation of the effective internal control

Manage the equipment, communication means and vehicles:

• Supervise allocation and use of equipment;

• Ensure installation, maintenance and repairs of the equipment;

• Update the asset registry lists

• Supervise the vehicle usage

Supervise the Security Guards & Cleaners

• Draw up Shifting Schedule and work plans;

• Make sure well preparedness and equipment of the security guards

• Supervise their activities and check that they are carried out properly;

• Organize training & orientation sessions;

• Provide technical support to the team if necessary

Report writing

• Write a logistics/Admin reports on the procurement and logistics and transmit to supervisors : narrative of activities, stock reports, reports on donations in kind, list of car prices, equipment list, administration related activities and security incidents;

• Write follow-up reports on purchase orders and transmit them to the Management.

Administration Section (Admin)

• Ensure effective and operation support in IRS Baido office

• Provides advice and assists staff members by processing requests for Per-diems, PRs, Vehicles Requests’ and other necessary operation-related documents, in accordance with the requirements of the IRS.

• Ensure proper filing for the Security guards and Office contracts and keep up to date

• Advises and makes arrangements for shipment and receipt of office and project supplies and equipment, including customs clearance.

• Makes travel and hotel reservations, prepares security briefing and updates for travelers and assembles information pertinent to the purpose of travel.

• Maintains, updates and transmits inventory records of non-expendable equipment.

• Takes responsibility for all correspondence and filing of administrative documentation.

• Keeps personal files up-to-date at all time.

• REQUIRED QUALIFICATIONS AND COMPETENCIES

• A university degree of logistics management, procurement, business administration and other relevant fields from recognized university.

• Minimum of 02 years’ experience including at least 01 year working for national and international NGOs in logistics, Administration procurement, or related fields (Operations or Financial Management);

• Experienced in logistics, ware housing, procurement, and documentation, Tender/proposals evaluation

• Relevant training of logistics and Emergency procurement from recognized institute will be added value.

• Relevant training in Admintratoin and Emergency Operations support

• Knowledge of community based approaches in humanitarian and development settings is desirable.

• Knowledge of international standards such as logistics, procurement procedure and logistics online software is desirable.

• Competency with the analysis of contextual information, and developing clear, informed recommendations.

• Proficiency in English (Written and spoken) is essential

• Good IT skills. Knowledge of Microsoft Office Word and Excel is essential.

• Experience in ERP systems is added advantage e.g. Microsoft dynamics, Navision and etc.

• GENERAL SKILLS

• Willing to adapt to IRW’s norms and values without compromising personal beliefs and principles.

• Excellent communication skills - able to communicate and report effectively, both orally and in writing.

• Willing and able to work long hours as required and meet deadlines.

• Commitment to participatory approaches when working with communities.

• Willing to learn local mechanisms, culture and humanitarian and development issues of the region.

• Able to build productive working relationships; work as part of a team, and support colleagues.

• Communicates honestly, openly, and consistently. Shares information appropriately and ensure that views of all members of the team are freely expressed.

• Encourages a positive rather than negative viewpoint.

• Good numeracy skills with knowledge of local markets and cost estimating are desirable.

• Good interpersonal skills and the ability to build working relationships quickly and to work sensitively with people from various cultural and social backgrounds.

• Able to form recommendations for creative solutions in problem solving.

• Energetic and able to operate in situations which may be arduous.

• Should be prepared mentally to do extensive field work and visit other locations within the Somalia.

• Able to work flexible hours when necessary and strive towards task completion.

• Flexible & patient.

• Ability to work on your own initiative as well as a part of a team.

• It is essential that the post holder shows a good understanding of humanitarian principles and sympathy with Islamic Relief’s values, as well as a commitment to Islamic Relief’s vision and mission.

Application Process:

• IRW Somalia Programme is inviting applications from qualified motivated candidates who are interesting to submit their CVs, cover letters, academic qualifications, copy of national ID card/Passport and contact information for three work related referees should be addressed to the HR account: hr.mogadishu@islamic-relief.or.ke

• NOTE: please make sure the job title in the mail subject line is " Logistics/admin assistant";

• Only short-listed applicants will be contacted;

• IRW is an equal opportunity employer.