Logistics & Admin Assistant (Maternity Cover) at Oxfam

JOB PURPOSE:

• The Logistics Admin Assistant plays a key role in performing administrative tasks to support delivery of a clearly defined work area within a unit, enabling those they support to be more effective.

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)

Goods storage:

• Organize the delivery and dispatch of all supplies as requested in a timely and cost-effective manner and according to Oxfam Policy on procurement and keeping in mind any donor requirements on procurement.
• Coordinate with the Procurement team on deliveries to be made and follow up on any outstanding deliveries from suppliers.
• Liaise with the warehouse officer at external warehouse facility on deliveries made and monthly stock takes.
• Process all deliveries in the Helios/D365 system, ensuring appropriate documentation accompanies deliveries.
• Coordinate and communicate with field/advocacy offices whenever dispatches are made and queries are raised.
• Process the timely payment of all goods delivered, in coordination with budget holders, procurement team and the finance department.
• Liaise with the Procurement Team to receive international cargo where applicable
• Conduct monthly stock takes of the items kept in the stores and prepare stock reconciliation reports.
• Prepare monthly stock reports and share with line manager and budget holders.
• Systematic filing of all warehouse documentation, periodic reports.
• Supervise casual/temporary staff called upon to assist in warehouse activities.

Assets and Equipment:

• Ensure all assets procured are registered in the Helios/D365 system and tracked.
• Update the asset register monthly to reflect changes in asset movement.
• Arrange for and follow up on repairs and maintenance of assets and equipment.
• Conduct quarterly and year end (with Finance team) physical inventory and verification of • assets.
• Ensure physical disposal of assets after approval, in conjunction with line manager and procurement/ Logistics team.
• Any other duties as may be assigned by Line manager

In addition: -

• Diploma in Business Studies or Secretarial
• Proven experience in customer care
• Fluency in written and spoken Kiswahili and English is essential.
• Computer literacy and word-processing skills are essential.
• Excellent organisational ability and attention to detail
• Good communication and interpersonal skills, including being able to deal with multiple demands