Project Background

Through the Malawi Governance for Solutions (GfS) Activity, USAID seeks to build on the incremental gains in decentralization and associated service delivery improvements, with the understanding that to make the significant leaps now required for Malawi to meet its own development goals—in the face of a fast-growing, young population—a bold, adaptive, and sustainable approach is required. To successfully remove critical bottlenecks and diffuse effective governance practices, DAI will deploy a locally driven approach—Facilitate, Catalyze, and Scale—drawing on Problem Driven Iterative Adaptation (PDIA) as a core methodology. Through the Facilitate, Catalyze, and Scale approach, DAI will help local stakeholders to tackle the root causes of service delivery failures through best-fit solutions and offer demonstrative models based on positive deviance. Through both process-oriented facilitation and the provisions of technical support and grants, GfS will foster stable, resilient, and more self-reliant partnerships that best position local communities to address their own challenges and contribute to the trajectory of Malawi Vision 2063.

Objectives of the assignment

Reporting to the Human Resources & Office Manager, the Logistics Assistant is responsible for scheduling and assigning vehicles to meet the organization’s transport needs. S/he will be responsible for always upholding and demonstrating DAI Core values and adhering compliance with all relevant organizational and fleet policies and procedures as stipulated in Field Operations Manual (FOM). The Logistics Assistant will be responsible for the resources under his/her disposal to accomplish the duties.

Tasks and Responsibilities

• Supervise project drivers to ensure effective day-to-day transport schedules and fleet management services
• Ensure all vehicles for the organization are in good mechanical condition and clean both internally and externally.
• Plan and implement effective Logistics
• Process TAMIS requests on vehicle service and maintenance requirements.
• Consistently collect fuel consumption and vehicle maintenance data to track expenditure and fuel liquidation
• Management, allocation and utilization of fleet across the field offices
• Maintain a log of vehicle insurances and Certificate of Fitness (COF) to ensure validity
• Follow up on all vehicle accidents and incidences and ensure proper reporting and appropriate action to be taken.
• Provide transport to Country and field office staff on all official assignments and manage all official transport requirements for visiting home office visitors.
• Monitor proper usage of hired vehicles and proper recording of logbooks and timely submission of monthly reports.
• Ensure that vehicles are adequately equipped with basic tools and equipment as part of safety and security policies and procedures.
• Ensure that drivers are trained in DAI policies and procedures, first aid, DAI Core values and use of vehicles in off road conditions.
• Other duties as assigned
• Provides administrative support to large project activities and meeting such as annual workplan meetings and other project events.

Qualifications and experience

This role is contingent on donor funding.

• 3-5 years’ experience in Logistics and administration
• Diploma, bachelor’s degree (or equivalent) in Transport and Logistics or Administration.
• A clean and valid Driver’s license class
• Experience in motor vehicle repairs and maintenance.
• Experience with USAID funded projects
• Proficiency using Microsoft office and other relevant software
• Excellent Organizational skills with willingness to take initiative and proactive.
• Ability to manage and prioritize multiple responsibilities.
• Well organized and self-directed individual
• Effective verbal and written communication skills