Logistics & Admin Assistant (Maternity Cover)

JOB PURPOSE: The Logistics Admin Assistant plays a key role in performing administrative tasks to support delivery of a clearly defined work area within a unit, enabling those they support to be more effective. KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management) Goods storage: Organize the delivery and dispatch of all supplies as requested in a timely and cost-effective manner and according to Oxfam Policy on procurement and keeping in mind any donor requirements on procurement. Coordinate with the Procurement team on deliveries to be made and follow up on any outstanding deliveries from suppliers. Liaise with the warehouse officer at external warehouse facility on deliveries made and monthly stock takes. Process all deliveries in the Helios/D365 system, ensuring appropriate documentation accompanies deliveries. Coordinate and communicate with field/advocacy offices whenever dispatches are made and queries are raised. Process the timely payment of all goods delivered, in coordination with budget holders, procurement team and the finance department. Liaise with the Procurement Team to receive international cargo where applicable Conduct monthly stock takes of the items kept in the stores and prepare stock reconciliation reports. Prepare monthly stock reports and share with line manager and budget holders. Systematic filing of all warehouse documentation, periodic reports. Supervise casual/temporary staff called upon to assist in warehouse activities. Assets and Equipment: Ensure all assets procured are registered in the Helios/D365 system and tracked. Update the asset register monthly to reflect changes in asset movement. Arrange for and follow up on repairs and maintenance of assets and equipment. Conduct quarterly and year end (with Finance team) physical inventory and verification of • assets. Ensure physical disposal of assets after approval, in conjunction with line manager and procurement/ Logistics team. Any other duties as may be assigned by Line manager In addition: – Diploma in Business Studies or Secretarial Proven experience in customer care Fluency in written and spoken Kiswahili and English is essential. Computer literacy and word-processing skills are essential. Excellent organisational ability and attention to detail Good communication and interpersonal skills, including being able to deal with multiple demands

• The Logistics Admin Assistant plays a key role in performing administrative tasks to support delivery of a clearly defined work area within a unit, enabling those they support to be more effective. • Organize the delivery and dispatch of all supplies as requested in a timely and cost-effective manner and according to Oxfam Policy on procurement and keeping in mind any donor requirements on procurement. • Coordinate with the Procurement team on deliveries to be made and follow up on any outstanding deliveries from suppliers. • Liaise with the warehouse officer at external warehouse facility on deliveries made and monthly stock takes. • Process all deliveries in the Helios/D365 system, ensuring appropriate documentation accompanies deliveries. • Coordinate and communicate with field/advocacy offices whenever dispatches are made and queries are raised. • Process the timely payment of all goods delivered, in coordination with budget holders, procurement team and the finance department. • Liaise with the Procurement Team to receive international cargo where applicable • Conduct monthly stock takes of the items kept in the stores and prepare stock reconciliation reports. • Prepare monthly stock reports and share with line manager and budget holders. • Systematic filing of all warehouse documentation, periodic reports. • Supervise casual/temporary staff called upon to assist in warehouse activities. • Ensure all assets procured are registered in the Helios/D365 system and tracked. • Update the asset register monthly to reflect changes in asset movement. • Arrange for and follow up on repairs and maintenance of assets and equipment.