Name of the position: Logistics Assistant

Location: Mongu

Contract duration: up to December 2024 (with possibility of extension)

Start Date: As soon as possible

Line Manager: Logistics Officer

Application deadline: (“the applications will be processed on the rolling basis)

Salary: Candidates will be informed about the salary range in the beginning of the recruitment process

People in Need (www.peopleinneed.net) works in Zambia since 2017 delivering lifesaving and development assistance to vulnerable people in the sectors of nutrition, livelihoods, WASH, environment and good governance. We are part of Alliance 2015, a strategic network of seven European non-governmental organizations engaged in humanitarian aid and development projects. Lear more here: www.alliance2015.org

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

Position Summary

The Logistics Assistant will primarily support logistics and administrative functions to ensure the smooth and efficient operation of the organization. This role involves handling procurement, managing stock and assets, coordinating fleet management, and overseeing office administration, thereby contributing to the overall effectiveness of our logistics processes.

Main Duties And Responsibilities

Procurement and Stock Management:

• Procure goods and services following PIN procedures and donor rules; maintain proper records of procurement documents
• Handle payments to stakeholders ensuring all documentation is correct
• Collect and check invoices from vendors ensure accuracy (dates, amounts, supplier details, descriptions, signatures) before handing them to the Finance for payment
• Assist in stock management by preparing Goods Received Notes (GRNs), Goods Delivery Notes (GDNs), Stock Release and inventory papers and monitor and update records of secondary assets
• Upload Purchase requests and contracts on ELO for approval

Fleet management:

• Refuel vehicles as needed
• Support the maintenance and accurate recording of vehicle logbooks

Base management:

• Ensure the office runs smoothly by maintaining cleanliness, supplies, and monitoring the procurement of consumables, stationery, and payment of utility bills
• Update and monitor base expenditure regularly
• Support stock and asset management quarterly; ensure all items are safely stored and documented
• Handle maintenance and repairs for the office and guesthouse
• Manage office events and coordinate transport and accommodation for staff and visitors
• Address administrative requirements related to the organization’s operations

Other responsibilities:

• Sort, scan, and file logistics documents
• Report to the Logistics Manager weekly
• Update and maintain logistics tools accurately and promptly.( Base expenditure follow up, stock consumables monitoring)
• Perform other tasks as assigned by the line manager

Key Performance Indicators:

• All the purchases are done before the agreed Expected delivery date
• Up-to-date and accurate records for stock and assets
• Timely refueling and maintenance of vehicle logbooks
• Efficient management of office supplies and maintenance
• Successful coordination of transport and accommodation for visitors and staff
• Weekly reports delivered on time and complete
• Logistics tools updated and maintained without errors
• Track and meet all quotation submission deadlines with 100% accuracy
• Ensure 100% accuracy in payment documentation, with no errors or missing information
• Collect and verify invoices within 2 days of receipt, ensuring accuracy and completeness, payment and submission of reciepts to Finance
• Prepare and process GRNs, GDNs , SRs, and inventory papers with no discrepancies
• Upload purchase requests and Contracts to ELO within 1 day of receipt
• Successfully complete additional tasks as assigned by the line manager in a timely manner

Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)

• Carry out the duties in accordance with the PIN Code of Conduct and Key policies
• Participate in training and awareness raising (CoC and KP, Safeguarding…)
• Support in the implementation of Safeguarding measures throughout the employment
• Create and maintain a fulfilling and protective environment

Requirements

Required Skills, Experience and Behavioural Competencies:

• Degree or Diploma in Logistics, Procurement, supply chain management or a related field
• Minimum 2 years of experience in Logistics or Procurement
• Strong organizational and communications skills.( Written and Spoken)
• Ability to maintain accurate records, collect and analyze data
• Ability to work independently with minimum supervision
• Ability to demonstrate adaptability and Integrity in all tasks and interactions
• Proficiency in Microsoft packages ( Excel,Word,Powerpoint,Outlook)
• Self-starter and motivated, ability to plan and organize work independently

Benefits

EMPLOYMENT CONDITIONS

• 24 annual leave per year
• Contributions of Health Insurance (Nhima) as by Law.
• Accident insurance for all injuries during work time.
• National pension scheme contributions as by law
• Extensive Capacity Building program, both internal and external trainings – Induction training.
• internal online opportunities, such as access to e-learning platform and webinars

Month contribution for phone tariffs

• Annual Staff retreat
• International environments with oppotunities to learn from other country programs
• Paternity leave of 5 days and maternity leave of 14 weeks
• Breastfeeding breaks for nursing colleagues
• Per diem for working and sleeping outside of duty town depending on the location.
• Friendly and fair environment in small collective structure where everyone knows each other.
• We have lunch break with meals available at the office (Mongu Office)
• 2 health breaks per day.
• Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries.