JOB TITLE: Admin & logistics assistant

AVAILABILITY: As soon as possible

DEPARTMENT/PROJECT: Supply Chain

DUTY STATION: Galkacyo/Galmudug

INTRODUCTION:

CARE Somalia/Somaliland is an International NGO working in Somalia. CARE and its partners work with vulnerable communities to address the underlying causes of poverty and promote peace and development, through its strategic goal to reduce poverty by empowering women, enhancing access to resources and services, and improving governance. CARE’s supply chain department is seeking applications from qualified candidates for the positions of Admin & logistics assistant based in Galkacyo/Galmudug.

JOB SUMMARY

The Overall Objective of the Logistics-Administrative position is to provide Job Summary: Admin and Logistics Assistant

The Admin and Logistics Assistant will provide crucial support to the operations of Hub office in CARE Somalia by efficiently managing administrative tasks and logistics operations. This role involves coordinating Hub office adiministration activities, managing inventory, Warehousing, transport, lease and supporting procurement processes. The Assistant will also assist in organizing events and meetings, maintaining records, and ensuring compliance with organizational policies and procedures. The position requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment. The Admin and Logistics Assistant will play a key role in supporting the smooth functioning of CARE Somalia’s programs and initiatives.

Responsibilities and Tasks

JOB RESPONSIBILITY 1: Administrative Support To The Hub Office

• Provide general administrative support, including filing, photocopying, and organizing documents. Assist in preparing correspondence and reports.

• Review, format and edit all reviewed Reports and Contractual agreements for the Hub office before printing and submitting for signing.

• Maintain a database of all service provider contractual agreements and keeps a file of all original Agreements for the Hub-Office.

• Advise Administration / Logs Officer when an agreement is about to expire and initiates next steps as required.

• Receive and dispatch Non Food Items as needed

• Receiver in PeopleSoft for the sub office

• Responsible for vendor follow up on required documentation when receiving goods and follow up with projects on required documentation when a service has been delivered by the project(s)

JOB RESPONSIBILITY 2: Asset Management

Management Policy Manual.

• Follow up and reconciliation of all waybills used for the distribution of project materials and make sure that copies are filed properly for to enhance easy retrieval of required documentation.

• Maintain a systematic and easy to use filing system of property records in full compliance with the CARE Somalia Property Management Manual and makes information available during audits.

• Support in disposal of assets for the Hub and field offices, working closely with the Admin and Logs officer.

• Monitor CARE equipment and furniture, to ensure they are maintained in order and good working condition.

• Responsible for tagging assets in liaison with the Administration Logs Officer

JOB RESPONSIBILITY 3: Fleet and Transport Coordination

.Coordinate vehicle allocations, fuel tracking, and maintenance schedules. Ensure compliance with vehicle policies and procedures.

• Arrange for transport and logistics for the Hub Office as per the weekly produced movement plan

• Support fuel Provision, record and fuel consuption monitoring and viecle log book before submission to finance for payment

• Support vehicle maintenance as apropriate by recoording all.

JOB RESPONSIBILITY 4: Property Administration

Tracks leases for the Sub and Field Offices and ensures all leases are valid and renewed on time.

• Follows up with Property owners to ensure timely invoicing of rentals.

• Monitors and ensures repairs and maintenance of CARE rented properties in the sub and field offices are carried out as and when the need arises.

• Carries out pre and post inspections of CARE rented properties under the Sub office and takes appropriate action

• Sets up and facilitates office space in districts as requested for new projects in liason with Administration / IT officer.

• Ensures storage and security of all Care property at the Hub office.

QUALIFICATIONS

Education

Diploma/University degree in Admin or equivalent

Experience:

2 years of proven experience in logistics and administrative position.

Management of computer packages: Word, Excel, others.

Good written and oral communication

Monitoring and preparation of financial reports

Relationship with partners and suppliers

Should have ability to negotiate and be proactive.

Have analytical skills and ability to make decisions.