Logistics Assistant
Position Summary Expectations - Duties, Responsibilities
Job purpose
The role of the Logistics Assistant under the leadership of the Logistic Manager in Phnom Penh is to conduct all tasks related to procurement and logistics as well as maintaining the vehicles based in all offices.
Scope of work
The Logistics Assistant reports to the Logistic Manager in Phnom Penh and will provide the offices in Phnom Penh with support in the following:
- Purchasing goods and services
- Minor administrative duties, such as office supply management, filing and shipping/transport of project materials
- Act as a custodian of all project assets
- Implement office safety and security standards
To complete the above role to appropriate standards the Logistics Assistant will need to understand and implement all MC policy and procedures.
Salary: The monthly gross salary for this position is USD 567
Position Based: Phnom Penh Office
Working hours: Monday – Friday, 8:00 am – 12:00 pm, 1:00 pm -5:00 pm
Duration: 9 months
- Administration 30%
- Ensure smooth running of the in Phnom Penh offices, under the guidance of the Logistic Manager
- Ensure smooth running of the office, manage and monitor office facilities and assign support services to ensure their effective and efficient operation as well as maintenance; ensure the safety, supplies and service of equipment with support from the Logistic Manager.
- Be in charge of all service & maintenance contracts with support from the Logistic Manager.
- Monitor and manage office supplies, including stationery and other consumables.
- Take custody of all office assets, including ensuring safety, managing insurance, tracking movements, regularly updating the Asset register and performing spot checks with support from the Logistic Manager.
- Ensure that all office facilities & equipment are always functional and be in charge of arranging any repairs, replacements & maintenance with support from the Logistic Manager.
- File all invoices, payments, TAFs and receipts.
- Assist with filling out all related documents.
- Logistics Arrangement 20%
- Assist in the arrangements for meetings, visits, workshops, related to project:
- Assist senior staff when needed in the preparation of Purchase Request, Purchase Order and Invoice Authorization Forms.
- Procurement 25%
- Custody of all office assets, their safety, insurance, tracking movements, regular updates of the Asset register and spot check with support from the Logistic Manager.
- Ensure that all office facilities & equipment are functional all the time and be in charge of arranging any repairs, replacements & maintenance with support from the Logistic Manager.
- Manage in Phnom Penh office warehouse to make sure all inventory is in order and record stock in out with support from the Logistic Manager.
- Support the Logistic Manager to find suppliers and to get quotations.
- Assist the Logistic Manager to do the vendors sanction list as required by policy.
- Support the Phnom Penh office in managing their inventory and send stock as per policy when needed.
- Fleet Management 25%
- Assist all vehicles and motorbikes are maintained and safe at all times
- Supporting the Logistic Manger on track and monitor all fleet usage and costs to ensure efficiency.
- Assist all vehicles and motorbikes have relevant insurance and registration documents
- Assist all vehicles (rented or owned) and motorbike drivers have valid driver’s license
- Spot check all vehicles are clean and tidy, with relevant first aid and recovery kits and report to Logistic Manager
- Supporting all drivers complete their logbooks, and collect and analysis the information to enable use and cost analysis, and share with line managers
- Support on vehicle assessments are done, using the standard template, for all rented vehicles prior to using the vehicle
- Perform such other duties as may be required by the Logistic Manager.
- Essential
- Good knowledge of road conditions, especially geography of Phnom Penh province
- Knowledge of basic mechanics and maintenance, protocol and security issues.
- Previous experience working with NGO in a similar role
- Team player, teamwork and commitment.
- Ability to multi-task and meet deadlines required.
- Ability to prioritize workload, use initiative and work independently.
- Sound problem solving skills.
- Good communication skills.
- Willingness to learn new skills.
- National driving permit holder
- Computer skills
- Desirable
- Sound analytical and problem-solving skills
- Strong organizational skills and ability to prioritize multiple tasks
- Deadline-oriented
- Willingness to learn more skills
- Ability and willingness to travel locally and/or internationally
