District Admin and Logistics Assistant, Ethekwini at Jhpiego

Overview

The Admin and Logistics Assistant is responsible for tracking and managing inventory of materials and supplies to ensure organizational effectiveness, efficiency, and compliance. The role also provides general administrative support to the Jhpiego office as well as other tasks, as assigned. Applicants should clearly state which district they are applying to (that is whether it is for Richards Bay, Pietermaritzburg or City of Cape Town)

Closing Date: 27 November 2020

Responsibilities

• Act as the first point of contact for any visitors or callers to the Jhpiego office and ensure a rapid, cordial, and professional reception
• Maintain office supplies and ensure neat reception area is maintained
• Manage and maintain an appropriate filing system for program, administration and any personnel files
• Manage travel arrangement for local and international visitors including itineraries, visas, coordinate hotel, travel, appointments and meeting arrangements, etc. in conjunction with the relevant official at Head Office level.
• Assist to develop and manage office procurement systems including establishing preferred vendors
• Provide support to procurement process, i.e. identify vendors, draft vendor selection forms, meet with vendors to discuss the plan for procurements, etc.
• Work with program staff and inventory managers to develop an office inventory management plan
• Track and manage in-flow and distribution of materials, equipment and supplies in conjunction with the office’s Logistics, Finance and Technical personnel
• Oversee and manage inventory and storage spaces, including temperature-controlled storage spaces
• Ensure delivery and pick-up/receipt of supplies as needed, occasionally outside of business hours
• Ensure adequate security measures for office and warehouse premises, including liaising with security providers to ensure adequate security controls are in place where required
• Ensure compliance with organizational policies and guidance as it relates to data collection and documentation
• Provides monthly and quarterly reports to stakeholders as it relates to stores and usage
• Provide the highest quality oversight and leadership to ensure all financial systems and processes are established and followed in compliance with Jhpiego and US Government policies and regulations
• Assist the district team in various tasks as needed

Fleet Management

• Ensure efficient vehicle utilisation, maintenance and tracking
• Coordinate vehicle maintenance schedules to ensure that they are maintained in a safe and roadworthy condition (license renewals)
• Maintenance of vehicles: vehicle are kept in good condition.
• Ensure vehicles are effectively and efficiently utilised, maintained and tracked
• Safety record of drivers

Required Qualifications

• Post-secondary training in a relevant field preferred
• 3+ years' admin and /or logistics experience
• Proven understanding and familiarity with systems and structures of a complex, fast-moving office environment
• Demonstrated ability to effectively manage several major activities simultaneously
• Proficiency in Microsoft Office software applications
• Strong interpersonal, writing, and oral communication (English required and a local language preferred)
• Ability to work independently in an unstructured environment as well as with a team
• Experience working in donor-funded NGOs and global organizations preferred
• Ability to travel domestically as needed, with possible but infrequent travel to international Jhpiego offices