Administration and Logistics Officer at CARE

ROLES AND RESPOSIBILITIES

Assets and property management -40%

• Manage and maintain CARE Assets register by tracking Assets receipt, transfer, maintenance and disposal
• Reconciliation of the Assets recorded in the Peoplesoft against the Assets captured in the Assets master register.
• Conduct physical Assets /inventory count annually in line with the CARE USA physical inventory instructions and Property manual policy.
• Source for Assets tags and ensure all Assets and Inventory items are tagged
• Support the country office with disposal process by preparing and maintaining accurate data for disposal, review donor requirements on disposal and work closely with Asset committee to determine the most effective method of disposal.
• Enforce CARE USA Property policy and processes and ensure all staff adheres to it.
• Manage unused/ nonfunctional Assets store.
• Ensure timely settlement of CARE properties land rates and rent
• Ensure timely Insurance of Organization properties and timely claims for affected items.

Logistics and Fleet Management (40%)

• Manage Organization's fleet at the Country Office and Field Offices by enforcing regular service schedule, coordinate with mechanics and repair shops on unscheduled maintenance and breakdowns and conduct regular safety and operational inspections to ensure vehicles meet legal and company standards.
• In charge of fleet Administration and Compliance by ensuring licensing and registration, insurance management, regulatory compliance and documentation.
• Control fleet maintenance cost and budget by efficient fuel management, budget development, cost analysis and vendor management.
• Manage driver’s safety by ensuring drivers trainings in liaison with Admin & Logistics Coordinator, enforce
• CARE policies on fleet Administration, support safety programs and management of the accidents as the first contact person.
• Management of fleet utilization by monitoring vehicle movement, driver’s behaviour and optimize usage through fleet management system soft ware or GPS telematics.
• Reporting and analysing regularly on fleet performance (down time, maintenance cost, fuel efficiency) and logistical performance.
• Manage repair and maintenance at the CARE premises and assets ensuring safety standards are always upheld.
• Manage CARE promises generator by ensuring fuel records are tracked, periodic service done and repairs conducted based on need.
• In support of the logistics assistant, oversee dispatch and shipping of CARE’ program materials and assets by loading, career coordination and last mile coordination.
• Oversee warehouse & inventory management by supervising incoming goods /assets, advise on optimal
• storage location, transfers/location. Track inventory items and produce reports as required.
• Assessment of drivers’ driving skills and ensure compliance with CARE driver’s standards.

Customers Service Excellence and other administrative responsibilities-15%

• In liaison with Safety and Security Manager and the Admin Logistics Coordinator, support in overseeing management of security and safety within CARE premises.
• Establish and maintain effective relationships with customers for improved service delivery.
• Other duties that may be assigned
• In liaison with Admin and Logistics Coordinator Supervise subordinate staff deployed within CARE premises
• and assign the duties as provided in contract agreement.
• Administrative support and managing staff query where necessary.
• Support with training staff on raising of purchase requests procedure

SKILLS AND QUALIFICATIONS

Qualification and Experience

• Bachelor’s degree in supply chain management, Business Administration, Logistics or related field, from an accredited academic institution.
• 5 years’ work experience in similar role with international humanitarian organizations, non-government, or government institutions/organization with a multi-cultural setting
• Expertise in Fleet Management Software (FMS) and ERP systems
• Be approachable, display a positive and welcoming demeanor, and always being willing to assist.
• Excellent planning, time management, negotiation skills - ability to adapt or change priorities according to the changing demands of the job
• Outstanding verbal and written communication skills as well as strong stakeholder engagements skills
• Exceptional organizational and multitasking abilities.
• Excellent excel skill and strong ability to analyse data to drive decision-making
• Ability to handle multiple, detail-oriented tasks simultaneously with limited supervision in a fast-pacedenvironment.
• Excellent critical thinking and problem-solving skills to handle daily operational challenges.
• MUST have a driving licence and capacity to handle a four wheeled manual vehicle