JOB SUMMARY:

The Logistics Assistant supports Orbis Zambia projects with logistics and administrative work. Based in the Orbis Office, Lusaka, they will travel regularly to other project sites in Zambia.

REPORTING & WORKING RELATIONSHIPS

The Logistics Assistant will report to the Office Manager; He /she will work closely with the office manager to providing logistical and administrative support for program implementation. He/she will also be responsible for driving project staff, consultants and visiting staff of Orbis International Zambia.

ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY

• Assist in obtaining quotations for procurement, compiling, and analyzing cost information and assist in the selection of vendors.
• Maintain a register for all documents/samples/tender or bids received at all times
• Assist the Office Manager to maintain an up-to-date procurement tracker
• Assist the Office Manager to maintain an up-to-date asset register
• Updating stock records on a regular basis, both electronically and manually.
• Branding equipment and furniture with asset number tags and stickers, where applicable.
• Ensuring efficient and safe storage of equipment.
• Maintain efficient and effective filing system for all equipment/supplies received and distributed to the facilities. The system must be easily accessible.
• Verifies and keeps record of incoming and outgoing shipments and prepares items for shipments.
• Perform administrative tasks on behalf of projects including but not limited to obtaining quotations, collecting goods, documents or mails, photocopying, scanning, preparing administrative documents and handling payment
• Handle front office duties as and when needed.
• Provide logistical support for program partner trainings and workshops
• Act as a representative of the project, always being responsive and providing courteous support to visitors, clients, and partners.
• Assist the office manager and relevant staff in making logistical arrangements for meetings.
• Assist the office manager and relevant staff in arranging travel logistics for Orbis staff, consultants, and visiting staff, including hotel arrangements, airport, and hotel pick-ups, etc.
• Assist the office manager and relevant staff in the maintenance of an efficient records/storage of all office supplies, including anticipating needs for re-stocking.
• Drive and maintain project vehicle (i.e., ensuring that servicing schedules and reporting of any maintenance needs are done on a timely basis), and ensuring safety of the vehicle and passengers.
• Carry out different inspections of the vehicle before driving
• Maintain an updated vehicle logbook daily by noting date, destination, departure and submit mileage, fuel consumption and maintenance reports to the Office Manager, for onward submission to the Finance Department.
• Ensure smooth running of transport operations, in conjunction with the office manager by consistently monitoring the transport calendar and requests.
• Travel to different project locations in the Copperbelt, Northwestern Province, Lusaka province and Eastern provinces, as needed.
• Perform any other office related duties as requested by the Supervisor and other Senior staff

QUALIFICATIONS & EXPERIENCE

• Minimum Certificate or Diploma in Business Administration
• Certificate in Administration, procurement, mechanics or any related qualifications is a plus.
• Valid driving license with at least 5 years of experience driving and maintaining vehicles and logbooks.
• Defensive driving is essential
• Knowledge of and ability to operate basic office equipment such as computers, scanners, copiers, and fax machines.
• Experience working with an NGO preferred.

SKILLS & ABILITIES

• Good command of written and spoken English.
• Excellent interpersonal communication skills (verbal & written) required.
• Able to interact with people of diverse cultural backgrounds.
• Having basic computer skills including Word, Excel and the Internet.
• Ability to foster an open trusting work environment.
• Ability to work in a highly demanding work environment.
• Ability to take initiative, work in teams
• Ability to be politely persuasive and resilient for speedy results, as the external working environment may not be smooth.
• Accepts accountability for works planned and promised and respect deadlines.
• Supports a customer-centered approach to programs, services, and systems.
• Ability to travel up to 50% of the time, domestically
• Authorization to work legally in Zambia

To learn more about Orbis, go to http://www.orbis.org

Orbis is an Equal Opportunity Employer.

As a global organization, we welcome qualified applicants from diverse backgrounds and cultures who reflect the five Orbis values of Trust, Caring, Commitment, Accountability, and Excellence.

Apply at: https://bit.ly/3I2guUV