Administration and Logistics Assistant (Relief)

DUE: 13 SEP 2023

Zvandiri is a community organisation which through its Zvandiri programme, integrates community prevention, treatment, care and support for children, adolescents and young people living with HIV. Works with the Ministry of Health and Child Care (MOHCC) and National AIDS Council in implementing these interventions with funding from various funders.

Position summary

The Administration and Logistics Assistant’s role is a key position with very huge demands at any given time hence the person should be a team player who achieves balance in their life and grow the enthusiasm of fellow employees for the global achievement of the organisational set goals and objectives.

Job description

The Administration and Logistics Assistant will be responsible for assisting the Procurement and Logistics Officer in developing and maintaining a coordinated approach towards procurement and contract management in compliance with all statutes and regulations so as Africaid’s policies and procedures pertaining to these areas. Seeking value for money , relationship and performance management of suppliers and offering advice on all areas of the organisation’s purchasing and contract activity. To also assist with fleet management. She/He will support the Procurement and Logistics Officer in her/his day-to-day execution of the mandate. Also responsible for the following amongst other things;

Administration

• Coordinating office activities and operations to secure efficiency and compliance to Africaid’s policies,
• Keep stock of office supplies Supervising administrative staff and dividing responsibilities to ensure optimum performance,
• Capture approved requisition for goods and services and verify receipt of all purchased goods and services,

Procurement

• Assist the Procurement Officer with requisition of quotations, correspondence, and evaluations for all Africaid’s local procurements, strictly in accordance with best procurement practices, and Africaid’s policies and procedures,
• Periodic updating of the suppliers list with guidance from the Procurement and Logistics Officer.
• Prepare procurement packages for final payment for forward submission to the Procurement and Logistics Officer.

Asset Management

• Conduct periodic asset count and tagging of assets and to ensure the safeguarding of assets,
• Update the asset register and insurance schedule whenever there is a new asset in liaison with the Procurement and Logistics Officer.

Fleet Management

• Monitor and track fuel usage,
• Prepare fuel reconciliations, fuel requests, and submit to Procurement and Logistics Officer for verification and fuel issuance,
• Attend to vehicle services requests as instructed by the Procurement and Logistics Officer.
• Follow up, checking and filing of log sheets and vehicle maintenance reports.
• Prepare monthly vehicle servicing and log sheets reports Procurement and Logistics Officer

Qualifications

• Bachelors in Supply Chain Management or similar qualification;
• Chartered Institute of Purchasing and Supply (CIPS) Certificate;
• Minimum three years working experience, with at least one year being in an NGO environment or similar set up;
• Knowledge of national public procurement and international organizations procurement regulations and procedures;
• Computer literate and proficiency in Micro-Soft Office packages;
• Capabilities to communicate, negotiate, analyse, plan and present relevant reports on procurement;
• Proficiency in English Language; Valid and Clean Class 4 driver’s license.

TO APPLY

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Zvandiri is an equal opportunity employer promoting gender, equity and diversity. Female candidates are strongly encouraged to apply. ZVANDIRI has zero tolerance for any form of harassment and staff are expected to uphold the organizational values and core competencies especially diversity and inclusion, integrity, commitment, and respect for others as our selection process reflects our commitment to the protection of children and safeguarding employees and communities from Sexual harassment, exploitation and abuse.