Logistics and Admin Assistant

Vacancy Announcement

Logistics and Admin Assistant (1 Position)

Organization: Gargaar Relief and Development Organization (GREDO)

Position Title: Logistics and Admin Assistant

Location/Duty Station: Merca – Lower Shebelle

Announcing Date: 24 October 2022

Closing Date: 28th October 2022

Supervisor/ Title: Logistics and Admin Officer

Commitment to Diversity: GREDO is an equal opportunities employer.

Submission Email: [email protected]

 Organizational Background

GREDO is an indigenous local NGO.  Non-profit non-partial, non- political and voluntary organization based in Baidoa. To reach the most affected grass-root communities in Bay and Bakool regions and lower Shebelle effectively and efficiently, the necessity of local partnership in relief program appeared. Responding to the partnership need, a group of Somali intellectuals and well-wishers initiated in December 1992 a local non-governmental organization called Gargaar Relief and Development Organization (GREDO) the organization has implemented during these period different projects including relief and emergency programs and later improved into rehabilitation and developmental programs.

Job Description:

A job description is a written statement that describes the employee’s role and responsibilities. The role and responsibilities shall be executed within the GREDO framework. The job description facilitates the recruitment process by stating the necessary competencies. It is mandatory for all positions.

1. Role and responsibilities of Logistics

The Logistics Assistant is responsible for specific procurement tasks at Bardhere office.

1. Ensure that all procurement processes are in compliance with Logistics Handbook, other GREDO policies and door requirements
2. Register and/or prepare requisitions, quotations and purchase orders and update status reports
3. Liaise with suppliers to ensure prompt and accurate delivery of goods, services and equipment.
4. Receive supplies and ensure that they are in good condition and accompanied with correct documents
5. Distribute/organize transport of material and equipment according to procedures
6. Update vendor list
7. Prepare documents as required by line manager
8. Manage inventory lists
9. Role and responsibilities of Admin

• Responsible all Lease offices/guesthouse assigned and coordinate with your supervisor
• Key contact person for travel arrangements including flight bookings and according to GREDO security protocols
• Facilitate payment clearances of tickets with full compliances, in terms of attaching necessary supporting documents such as boarding pass, travel approvals and invoices
• Maintain availabilities of administrative request forms in front desk these including gate pass and visitor clearance forms.
• Guest reception: Providing general initial feedback to visitors
• Facilitate monthly status of utility bill/invoices (electricity, water and internet) of assigned locations
• Handling incoming and outgoing mail/correspondences and distributions the same relevant parties.
• Liaise with Safety and Security Officer and sub offices focal points responsible that there is sufficient lighting and firefighting equipment installed both in offices and guest houses
• Ensure that GREDO offices premises and guesthouse, furniture and equipment are properly managed and maintained.
• Do check conditions of office furniture and equipment on monthly basis and make repairs
• Assist in preparing documentation for work permit/visa applications for staff, expatriate and consultants and follow up.
• Ensure that expat and consultant documentation are well archived and maintained up to date all times
• Facilitate and support visa processing for National staff for visiting outside country and work permit for expatriates.

Archives

• Managing program and support documents storage and archiving
• Sort, arrange and describe the archiving using collections
• Supervise in cleaning & packaging archines to ensure their preservation and document conservation requirement, this will include monitoring of searching documents and returning in to the correct location.
• Support collection files as per request of audits and Supporting researchers and visitor as archivist.

• Bachelor's Degree preferably in, Business Administration, Supply chain logistics or similar field from a recognized institution.
• Minimum two (2) years' experience in general administrative assistant/clerical in a similar role. Previous work experience with an international NGO or private sector is an advantage.
• Strong interpersonal skills and the ability to communicate clearly in both verbally and in writing, coupled with the professional credibility required to influence and motivate others to achieve results.

Core Values and Critical Competences.

Respect                        Integrity                                 Transparency & Accountability

Commitment                           Excellence                               Diversity

Initiating Action                 Facilitating Change                 Team Mobilization

Stress Tolerance                  Collaboration               Coaching and Mentoring      

Adaptability                      Negotiation                         Conflict Management

Child Protection and safeguarding

The responsibilities of the post will require the post holder to have regular contact with children or young people and Gredo as an organization has a dignity of protecting and safeguarding children by giving awareness, protection reporting and taking actions.

All applicants should drop a letter of application and updated CV (including 3 referees) to [email protected] and indicate the position applied for in the subject.  The deadline for application is 28th October 2022

Only short-listed candidates will be contacted.

NB: Please provide 3 professional referees e.g. Institution of learning, Previous and current supervisors at workplace.

GREDO is an equal opportunities employer

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NAGUSOO BIIR ---  SOMALI JOBS

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