Job vacancy: Logistics Assistant, Dja- the African Wildlife Foundation (AWF)

Job details
Description

Job Summary

The Logistics Assistant (LA) will provide logistical, procurement and equipment maintenance support to the Dja Landscape Program according to the needs of all Dja functions.

The position will report to the Finance and Administration Officer, Dja Landscape and will be based at Somalomo.

Responsibilities

1. Logistics Coordination

    Facilitate travel and accommodation arrangements of AWF staff in the landscape; this includes timely preparation of travel documents based on approved schedules and travel and other meeting planning.
    Support travel, expense claims, document retrieval.
    Create and maintain a complete and detailed list of equipment and consumables necessary for operations.
    Update on a regular basis procurement, stocking, monitoring and evaluation tools for equipment and consumables to avoid stock outs.
    Support the effective management of vehicles by the AWF Vehicle management procedure. Assist the line manager with administrative tasks, fuel consumption analysis, review of stock cards for consumables, review of replenishment report of fuel and consumables as assigned.
    Coordinate field vehicle fuel management and ensure accurate record keeping, monitoring system on fuel consumption.
    Record, prepare and submit monthly vehicle log sheets, and fuel and maintenance reports for approval by the Finance and Administration Officer.
    Maintain a vehicle usage calendar to ensure that vehicles are available when needed and optimize vehicle pooling. Ensure insurances and license are always updated on time.
    Regularly update the asset inventory as per AWF Policy (asset count, verifications, and reconciliations).
    Support the provision of services, like water, etc. (this includes monitoring and maintenance of solar panel system, water supply system etc.).
    With guidance from the supervisor, identify needs and establish a mechanical/repair/construction workshop at the project sites.
    Contribute to the annual report evaluation data and follow-up for site development, maintenance, and equipment procurement.

2. Procurement

Assist in the purchase, reception, dispatch, storage goods and services in strict compliance with the organization approved procurement policy as well as donor requirements. Process purchase requisitions in the e-procurement system for field related activities.
Assist in the preparation of procurement documents, RFQs, RFPs, and Bid analysis within approved thresholds. Procure all consumables, including food rations and fuel, necessary to conduct park operations. Ensure to get the best offers both quality and price from trusted suppliers. Identify potential providers for equipment and numerous services who are based in northern Cameroon. Assist in all administrative related aspects.
Research prices by obtaining quotes locally on low value items.
Review requisitions for completeness and accuracy; follow up on discrepancies with the initiating department; identify available suppliers for each requisitioned item. Receive and submit field invoices to accounts payable.
Verify vendor claims for accuracy and conformance with AWF finance rules and regulations; perform claim verifications against documentation to ensure that purchases/services are properly authorized and that goods have been received or services rendered; and ensure timely recording and processing of vendor invoices in automated system.
Maintain contracts and tenders’ files within the landscape. Monitor contract implementation in the landscape by suppliers to ensure implementation of contracts in compliance with the terms and conditions of the contract.
Pay attention to procurement planning, maintaining the vendor/supplier database, pre-qualification program and framework agreements.
Ensure project procurements are conducted within the stipulated timelines; and expediting deliveries and receipt of goods or performance of services.

3. Equipment Maintenance

Ensure maintenance of equipment of all three sectors of Dja Landscape.
Undertake repairs, maintenance, and readiness of project motorcycles, all-terrain vehicles including boats.
Create a maintenance schedule for motorcycles, automobiles, and other equipment.
Prepare a monthly report on maintenance and repair of vehicles and other equipment.
Monitor contracts for infrastructure and improvement in progress and clearly raise any issues/challenges to the Finance & Admin Officer.
Monitor and maintain solar energy production, Internet equipment, use and storage and provide advice when necessary.
Ensure daily functioning of all office equipment with particular emphasis on satellite and internet communications.
Assist to Ensure the backup system is in place and ready to work at any time required. (Energy, Internet)
Other reasonable duties as requested by supervisor.

Requirements and skills

High National Diploma (BTS: Brevet des Techniciens Superieurs in French) Logistics, Procurement, Supply Chain Management or related.
Minimum 2 years of relevant work experience preferably in an International NGO or enterprise.
Knowledge of Enterprise Resource Planning systems
Clean driving license with a minimum of 5 years of driving.
Strong ability in planning, organizing, and coordinating activities.
Inventory and Stores Management, Procurement and Logistics Principles.
Internet/email communication skills.
Fluent in French and English.