Logistics Assistant at Frontiers Children Development Organization (FCDO)

Purpose of the role:

Under the guidance of the Procurement and Logistics Officer, the Logistics Assistant will support Procurement and Logistics processes to successfully deliver child-focused community programs to ensure effectiveness and efficiency in operations in line with FCDO and donor guidelines.

Duties & Responsibilities

• Assist in ensuring processing of procurement requests from user departments,
• Verifies the requested supplies are within the agreed budget,
• Assists in the preparation of Requests for quotations and tender documents where required,
• Assist during selection of suppliers in the procurement committee and conduct a comparative analysis on supplier prices.
• Assist during reviewing and evaluating the performance of the suppliers,
• Ensures the timely follow-up for delivery of quality products and services,
• Checking and inspecting of all goods received for quantity and specification as per delivery note/packing list/waybills/invoice and ensuring proper recording.
• Consolidate and submit final invoices to the Finance Department for payment,
• Ensuring proper stacking/packing, spacing is done at the warehouse to allow verification and free movement and avoid accident,
• Assist in warehouse inventories and periodical stock reconciliations.
• Preparing inventory stock report on a weekly basis and ensuring that stores records are well maintained,
• Prepare and maintain up-to-date asset register and allocation/issuance of assets,
• Accountable for ensuring the monthly stock inventory is complete;
• Responsible for ensuring that stock movement (In & Out) processes are adhered to;
• Responsible for ensuring a regular update of the stock management database and it’s accuracy;
• Implement documents, procedures & develop Stores forms when necessary;
• Assist in the supervision of activities pertaining to FCDO fleet and administrative issues,
• Ensures the proper management of procurement and logistics department operations in the absence of the Procurement and Logistics officer,
• Monitor security of the Stores and supplies in and out of stores and compound.
• Receive completed store’s request forms in compliance with dully requisite approvals and prepare the goods for issuance.   
• Ensure goods, equipment are signed for received on the request form
• On a monthly basis, work with the procurement and logistics officer to reconcile the Warehouse register in the Asset tracking sheet and equipment issuance forms.
• Perform any other duty as assigned by the Supervisor from time to time.

EXPERIENCE AND SKILLS

• At least Diploma in Procurement, Logistics, Supply Chain or Business administration
• Professional certification with KISM is an added advantage,
• Computer literate with strong MS Excel and MS Word skills. 
• Good spoken and written English, Swahili and local language,
• Experience in busy procurement and stores work environment,
• Demonstrated integrity and honesty,
• Strong organizational skills and ability to work simultaneously on multiple tasks. 
• Willingness and ability to work effectively with a diverse team,
• Conscientious with an excellent sense of judgment. 
• Comply with the requirements of FCDO’s Child Safeguarding Policy, organizational Policies and donor requirements.
• Commitment to and understanding of FCDO’s Vision, Mission and Core values.