Job Details

Name of the position: Logistics Officer

Location: Mongu – Western Province

Contract duration: ( July to December 2024 with High Possibility of extension )

Start Date: ( as soon as possible )

Line Manager: Logistics Manager

Line Managing: Drivers

Application deadline: ( the applications will be processed on the rolling basis, closing for applications may be any date, depending on the volume of the applications)

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 organization and encourage applicants from diverse backgrounds to apply.

POSITION SUMMARY: The Logistics Officer will take the lead in managing our fleet and providing support for basic IT and asset management. This exciting position involves overseeing all aspects of fleet operations, ensuring optimal use of IT systems, and maintaining detailed asset records. The officer will also be responsible for supervising drivers and fostering a culture of best practices among our staff, specifically in relation to fleet and asset management for the Zambia Country Program. Key duties will include leveraging PIN systems to enhance the overall efficiency of fleet management.

MAIN DUTIES AND RESPONSIBILITIES

Fleet management:

• Supports Programme staff in field trips weekly planning;
• Implements and supervises usage of tools for effective fleet management – movement planning, electronic logbooks, maintenance and fuel logbooks, Power BI;
• Critically reviews and approves all trips and related costs in Navision;
• Monitors the movements in the field, requires regular reporting by drivers;
• Prepares fleet reports;
• Follows up on information in PowerBI and communicates to HQ Logistics in case of any discrepancies.
• Critically assesses data and takes appropriate actions when the data is not correct or display irregularities, suggests and implements improvements;
• Ensures routine and preventative maintenance of the vehicles and motorbikes (incl. identification of reliable service and spare parts providers;
• Follows up on rental vehicles, contracts with rental companies, training of drivers, checks of the cars;
• Provides directly and/ or organizes external trainings for drivers (defensive driving, 4×4 wheel driving
• Ensures all PIN staff adheres to PIN safety driving regulations;
• Supports in updating Movement SOPs

IT , Asset and communication management:

• Ensures stable work of all the equipment on the mission: server, laptops, phones, Thuraya, solar panels, TV, projector etc;
• Provides software support: Windows/Office installation and activation, software updates, email groups management;
• Ensures that all contracts with communication suppliers are signed on time and invoices are paid;
• Ensures that airtime and internet is purchased on-time and distributed among the staff;
• Communicates with HQ IT department when needed.
• Works on optimizing the internet network connections at PIN offices and guesthouses;
• Ensures that all assets are registered in Navision, changes tracked, and regular inventories are conducted;
• Ensures that handover/liability protocols are signed and archived for every asset immediately after purchase;
• Provides induction to new employees and shares important news, updates and information with all PIN staff as necessary

Other responsibilities:

• Reports to LM on a weekly basis;
• Ensure that relevant logistics tools are timely updated and maintained correctly;
• Prepares reports for the fleet on monthly basis.
• Other tasks assigned by the line manager.

Team Management:

• Participates in interviews for new drivers.
• Induction of new drivers and capacity building of drivers.
• Conducts bi-annual performance evaluation of drivers.

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

People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need Code of Conduct and key policies (available at: www.peopleinneed.net/key-policies-4142gp ). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

Required Skills, Experience

• Degree or Diploma in Logistics, supply chain management or any related field.
• Minimum 2 years of experience in Logistics or fleet management.
• Proficiency in standard Logistics software.
• Ability to maintain accurate records, collect and analyze data
• Ability to collect and analyze data.
• Proficiency in Microsoft packages ( Excel,Word,Powerpoint,Outlook).
• Knowledge and or qualifications in IT will be an added advantage

Behavioural Competencies:

• Ability to work with minimum supervision.
• Strong organizational and communications skills.
• Ability to plan and organize work independently.
• Analytical and problem solving skills
• Ability to work under pressure to strict deadlines
• Ability to assess problems and recommend solutions
• Willingness and eagerness to learn new things

EMPLOYMENT CONDITIONS

• 24 annual leave per year

• Contributions of Health Insurance (Nhima) as by Law.
• Group health breath breaks

• 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 and maternity leave
• Mother`s Day every month for Female employees

• 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)
• study leave (more than provided for by the law)

• 2 health breaks per day.

• Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries.