Logistics and Admin Intern

Job Title: Logistics and Admin Intern

Reporting to: Logistics and Admin Officer

Duty Station: Mogadishu, Somalia

Contract period: 1 year contract

Closing date: 9th Dec, 2023

ABOUT HUMAN APPEAL

Human Appeal is an international non-profit organization working across the globe to strengthen humanity’s fight against poverty, social injustice and natural disaster. Through the provision of immediate relief and the establishment of self-sustaining development programmes, we aim to invest in real, effective solutions. We work year-round to establish healthcare, education, and livelihood programmes that pave the way for empowered, self-serving communities. We also provide food, medical aid, and disaster relief during emergencies, a critical intervention that saves lives.

Human Appeal has been operating in Somalia since 2016 with pilot projects through local partners, however, the country office was officially established in in March 2017 and since then, the CO has been supporting the affected populations and people in need in the country through FSL, WASH, Health, Shelter/NFIs, Nutrition, Protection and Orphan & Child Welfare. Our skilled local teams are able to access some of the most hard-to-reach places in the world, at their most vulnerable of times

POSITION BACKGROUND

This position is an internship position for fresh student from the universities. This person will learn on Logistics and procurement related duties and responsibilities. He/she will assist Logistics and Admin Officer on daily activities such as arranging P&L files, office arrangement, organize office utilities and collecting log sheets and ensuring smooth implementation and adherence to logistic and procurement procedures, Fleet management warehouse activities and provides logistical support to HA Projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Logistics and Procurement Management

Assist with the Logistics and Admin officer to ensure management of vehicle fleets is in line with Human Appeal standards; organize the daily and weekly movement planning, manage the Transportation of goods in and out, and supervise the drivers, finally report any problem to the Base Logistician to ensure daily functions of logistics.

Ensure follow-up of the fleet (repairs, maintenance, use) Make sure that all safety / security rules implemented and followed (First Aid Kit, vehicles in good condition) and Assist the

administrative issues for fleet (rental contracts, insurance, and other documents) so as to ensure appropriate allocation and safe use of vehicles throughout the program and ensure servicing and maintenance schedules are adhered.

Assist with the logistics, Finance and program for collecting market survey when needed

Assist with the finance and program for getting updated and accurate market survey in order to prepare budgets

Support the logistics and Admin officer to establish and maintain good contacts with suppliers, government offices, and other NGOs with regards to logistical matters and ensure proper filing of the Management system including procurement tracker.

Assist the logistics and admin officer for preparing the monthly utilities bills such as rent, electricity and water

Assist the logistics and Admin officer to manage all transportation requirements, including: vehicle log book (VLB) fuel, maintenance, servicing, and ensuring that all vehicles are fully equipped with tool kits, First Aid kits, and other relevant equipment for any short and/or long journey.

Support Logistics and Admin Officer to provide data to monitor and evaluate the overall logistics performance in support of the programs.

Reporting

Follow up with suppliers and contractors to ensure timely and effective supply and delivery of goods, services and works in the guidance of your supervisor

Assist your supervisor for compiling and arranging weekly and monthly reports Prepare the necessary and required reports of the vehicle movements

log sheet of the vehicles

Organize with Logistics and Admin Officer to develop reports on materials and personnel movements and various operational logistics problems.

Assist the logistics & Administration Officer and other program staff to ensure accuracy of the Human Appeal Field inventory database on daily basis and prepare documentation/reports for internal use and submission on weekly or monthly basis as required.

Administrative Duties

Office services

Assist the logistics staff for updating asset register quarterly and yearly basis

Track the movement of non-fixed assets (inventory) and update the inventory list regularly on monthly basis to monitor asset status.

Performing clerical tasks such as filing, scanning documents into an electronic system, and making copies of documents

Maintenance follow up for office building and Guest house, supervise residences of expatriates (staff house) and ensure that all required repair is made in time, including the kitchens are well stocked with water, sugar, tea and coffee…etc, as well as Providing office supplies (Stationery & kitchen supplies) for staff and maintain adequate stocks, so as to Manage office equipment and infrastructure to ensure a well-running office

Make logistics arrangement by Providing oversight and support to Admin staff for the Hotel bookings and arrangement for staff and visitors, ensure the flight details of visitors, airport pick and drop schedule is sent to logistics timely for transport arrangement and Responsible

for Accommodation of National and expat staff with the guidance and support of the Logistic and Admin Officer

Making travel arrangements for the staff, including booking flights and arranging accommodations and transportation

Documentations of lease

File all lease agreements, rental service contracts and prepare the lease schedule on monthly basis

Ensure the lease agreement are reviewed by Logistics & Admin Officer, and lawyer and are signed by the Head of mission.

Ensure tracking of lease agreements expiry & renewal, and sent reports regularly on monthly basis (should include all rental premises (housing, office, warehouse, and store).

Purchase and payment

Conduct procurement of stationery for staff, by preparing the purchase request for general procurement in office, and ordering new supplies, identifying new suppliers and obtaining the best price so as to handle office expenses and petty cash of the office under the approval of the Logistics and Admin officer.

Responsible for handling payments process for Services and Fees follow up for Rent payment, Service charge & Internet at the end of each month.

Any other important tasks assigned by the line manager

·  Bachelor degree in Procurement and Logistics Management, Business administration, public administration and any other and related qualifications. (Preferably local universities)

·  Must be a computer literate especially in MS Word and Excel

. Must be fluent in English and Somali

·  A professional with high personal integrity and commitment.

·  An individual that can cope work with people from diverse backgrounds.

·  Communication skills, committed to learn and implement

·  Good at communication skills

We are looking to appoint this role ASAP and will be reviewing applications on a rolling basis, so for the best chance please send your application and CV to [email protected] by 9th Dec, 2023

Please indicate Logistic and Admin Intern – Mogadishu, as the email subject.