Logistics Assistant - Katsina at International Rescue Committee (IRC)

Job Overview/Summary

• The logistics assistant is a key position within Supply Chain and carries responsibility for the integrity of the IRC's supply chain system.
• This individual will be carrying out fleet management by ensuring vehicles are always in condition to carry staff and program deliveries to the designated locations as per prepared movement plans.
• The logistics assistant is responsible to ensure preventive and corrective maintenance of IRC vehicles as at when due according to the maintenance schedule.
• The logistics assistant must be able to rapidly turn Program materials around, ensuring the materials’ security and maintaining audit-compliant records.
• The logistics assistant will carry out maintenance activities in efficient and effective management of the IRC’s facilities and assets, including generators, water systems, electrical, furniture and plumbing fittings or systems etc.,

Major Responsibilities

• The position holder would support the Supply Chain Officer in Procurement as follows:
• Updating supplier database & pricelists
• Create Payment requests files and submit them to finance
• Carry out all documents photocopying, scanning, archiving procurement files &reception of goods.
• Proper filing of all procurement documents
• Follow up internally between the SC department and Finance department on procurement-related transactions.
• Following the guidance of the procurement staff, to ensure that all fields’ goods are dispatched along with all the needed documentation (Waybills...).
• Sending a request for feedback regarding suppliers’ performance & update supplier files accordingly
• Send Request for quotation for Market Survey, Proposals or Procurement of desired Goods and Services
• Preparing Payment requests for delivered Goods or services.
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Any other duties or tasks delegated by Logistics Manager.

Warehouse:

• Update bin cards and stock cards for items in the warehouse daily as may be required.
• Communicate any discrepancies observed during receipt or release of goods to the Supply Chain Officer.
• Support the supervision of loading and offloading the goods into the warehouse by the warehouse casual staff.
• Support periodic cycle count as per the standard operating procedure.
• Record daily transactions in the warehouse register.
• File warehouse documents online and in physical folders as may be required.
• Supervise kitting activities where required.
• Oversee warehouse operations in Katsina, ensuring proper stock-keeping records, storage conditions, security, and facility maintenance

Asset:

• Ensure proper tracking, maintenance, and recording of all IRC assets in the Katsina IRC office, which will lead to an accurate asset database at all times.
• Ensure that each staff member in Katsina is accountable for every asset assigned to them using the Equipment Issue / Receipt forms.
• Implement maintenance systems and procedures for assets, including follow-up.
• Ensure quarterly physical check of assets and submission of asset reports to the logistics manager for review.
• Liaise with the logistics manager to recommend disposal of assets in Katsina to ensure that it is reviewed and implemented annually as per IRC and donor requirements regulations.
• Ensure that an up-to-date filing system for all assets is maintained.
• Retrieve assets and reassigned them at the end of the employee’s term of service.
• Fleet and Transport Management:
• Oversee the management of the transport fleet for the Yola office. Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and logistics managers.
• Ensure that systems are in place to account for transported goods.
• Collects log sheets and ensure it is properly filled.
• Manage and monitor drivers

Coordination & Representation: He/she will represent the department in meetings and serves as the focal point for the department in Katsina.

Qualifications

• University Degree, preferably in management, administration, engineering, or related fields

Work Experience: 

• Approximately 3 years of professional experience in logistics, or general supply chain.

Demonstrated Technical Skills: Previous experience with logistics and/or general supply chain.

• INGO experience preferred.
• Procurement/Logistics/supply chain certifications and training if any, will be an added advantage
• Excellent oral and written communication skills are required

Languages:  English and Hausa.