Save the Children,Logistics Administration Assistant Jobs in Rwanda

efugees in
Mahama Refugee Camp.

1. Be
   responsible for the stores management and implementation of systems.
2. Monitor
   office stock levels and advise on appropriate stocking and replenishment
   to meet project demands.
3. Ensure
   appropriate packing and loading of materials for dispatch and supervise
   material loading, and unloading.
4. Track
   and confirm delivery of goods to their final destination.
5. Update
   and maintain the asset register and ensure that all assets are logged and
   issued with a unique asset number.
6. Arrange
   for transportation of goods and equipment’s between offices or to field
   sites and ensure that the goods are securely packaged and loaded to
   prevent damage during transportation.
7. Compile
   accurate documentation relating to the movement of items between locations,
   whether as a transfer or for distribution.
8. Maintain/Assist
   the Logistics Officer to maintain the Assets and Equipment Register for
   the field office.
9. Coordinate
   with staff and the Logistics Officer to ensure that all the changes to the
   assets & equipment’s locations, conditions are reflected timely and
   correctly.
10. If
    responsible for assets, ensure that the assets that are issued to staff
    are authorised, recorded and necessary paper work exists in assets file,
    as per Save the Children policies.
11. Provide
    day-to-day supervision to the drivers to ensure that all the vehicles are
    properly cleaned, well maintained and driven/used as per the policies of
    the organisation.
12. Ensure
    that the allocation of vehicles and drivers is done as per plan and in an
    effective manner in response to authorised transport requisitions.
13. Ensure
    that Logbooks are duly filled and Checklists are completed by the drivers
    on a daily basis and the information contained in them is collated and
    recorded in the appropriate manner.
14. In
    collaboration with the Logistics Officer ensure that all vehicles receive
    scheduled preventative maintenance and faults are rectified efficiently.
    All vehicles, including the communications equipment, remain in
    operational condition at all times.
15. Assist
    the Logistics Officer to ensure that the reports related to vehicles are
    generated as per deadlines and all records e.g. Logbooks, Maintenance
    Reports, Fuel Reports and Mileage Reports are well kept.
16. Ensure
    that the movement of inventories to or from the stores are correctly
    documented; authorized and paper work is done as per procedures.
17. Alert
    the Programs and Emergency Teams about the receipts and dispatches and
    coordinate with all concerned, as it may be necessary.

1. Arrange
   and follow up on travels, visa applications for staff, visitors and
   consultants ensuring that all relevant documents have been provided and
   liaise with the government as required
2. Managing
   the guesthouses and providing day to day oversight of security at the
   office and guesthouses.
3. Supervising
   all repairs in the office and guest houses
4. Initiate
   payments for administration services – suppliers, water bill, electricity
   bill, telephone bills, fuel, Lunch bills etc.
5. Facilitate
   accommodation bookings for staff
6. Receiving
   of invoices and providing proper documentation for payment for travel and
   accommodation
7. Ensure
   that all staff and visitors are well briefed on the administrative
   procedures and systems in place in the organisation.
8. Coordinate
   and manage systematically internal and external office communications
9. Systematically
   maintain files of hard and electronic documents related to administration
10. Supervise
    the Office cleaners to ensure that the office is clean and well maintained
    at all times.
11. Perform
    any other duties as directed by the line manager
12. Together
    with others, ensure compliance with and promoting all SCI policies such as
    Code of Conduct, Child Safeguarding, Whistle blowing, Fraud, and Health
    and Safety.

1. Report,
   as required, on project work and any management issues arising in each
   assignment (to the area management teams)
2. Comply
   with Save the Children policies and practice with respect to child
   protection, code of conduct, procurement and logistics, health and safety,
   equal opportunities and other relevant policies and procedures.
3. Ensure
   that all work is carried out in a way that is sensitive to community needs
   and gender and children issues. In particular to promote the full and
   equal participation of women and children in all aspects of the work.
4. Within
   reason, implement additional actions and responsibilities, as requested by
   your line manager.

• Delivers
  timely and appropriate results using available resources
• Takes
  responsibility for their work and its impact on others
• Plans,
  prioritises and performs tasks well without needing direct supervision
• Understands
  the link between their work and the organisation’s objectives

• Gathers
  the right information and uses critical thinking to make effective and
  timely decisions
• Knows
  when to involve others in a decision
• Simplifies
  processes and procedures wherever possible

• Delivers
  work that reflects a good knowledge and application of technical and
  professional standards
• Keeps
  up to date with trends in their work area
• Maintains
  ethical and professional behaviour in accordance with relevant codes of
  conducts

• Actively
  listens to new and different perspectives and experiences of those they
  work with
• Proactively
  supports team members and trusts their capabilities

• Diploma
  in business administration/management or accounting
• Previous
  experience of managing a similar logistic work.
• Good
  English language command.
• Good
  computer and writing skills.
• Supportive
  personnel management style.
• Good
  communication and interpersonal skills.

• Minimum
  2 years proven work experience logistic management within a busy working
  environment such as financial institutes or INGOs

• High
  level of integrity and ability to work as part of a professional team
• Ability
  to work under high pressure to meet tight deadlines
• Politically
  and culturally sensitive with qualities of patience, tact  and
  diplomacy
• Commitment
  to the aims and principles of SCI. In particular, a good understanding of
  the SCI mandate and child focus and an ability to ensure this continues to
  underpin our support
• Commitment
  to SCI Child Protection Policy
• Computer
  literate (ability to use advanced excel)
• A
  basic level of written and spoken English and good command over Somali
• Proven
  ability to handle challenging work load
• Cross-cultural
  experience, understanding and sensitivity;
• Excellent
  interpersonal and written and oral communication skills;
• Commitment
  to Save the Children values