Senior Logistics Assistant - ActionAid Ghana

The purpose of the Senior Logistics Assistant at ActionAid is to support in the provision of effective administrative and logistics services to staff and relevant stakeholders in performance of their official duties.

Key Responsibilities:

Administrative

• Responsible for renewal of organization’s statutory documents
• Prepare memos to process payments of bills
• File relevant administrative documents
• Open Accra Office premises for cleaners to work and supervise them accordingly.

• Ensure the maintenance of hygienic sanitation in all public areas (washroom, kitchen, dining hall, porch ) at the Accra Office at all times.
• Ensure Accra Office and other common areas are locked and adequately secured after working hours and all electrical gadgets are switched off.
• Assist in fuel allocation to senior staff , Board, relevant guests and other office equipment e.g. generator, lawn mower, official vehicles
• Maintain and update staff and dependents database on medical schemes, vehicle insurance and road worthy certificates, etc
• Support in driving to send staff to official programmes, pick letters from the post office and undertake official rounds as appropriate.
• Assists in the management of the Accra Office Reception.

Travel Management

• Maintain a database of travel requirements of relevant countries to advise staff/stakeholder in a timely manner about their travel requirements to those countries.
• Responsible for booking, confirming and issuance of flight reservations for staff and relevant stakeholders in accordance with AAG regulations adopting appropriate cost-effective and management strategies.
• Co-ordinate local/international travels of staff and other stakeholders
• Co-ordinate visa processes for staff, Board members and other stakeholders
• Ensure efficient use of transport by advising on the most costeffective means
• Ensure transport arrangement for airport /hotel transfer is made for AAG and AA International staff and Board members as appropriate.

Workshop and Meetings Support

• Support co-ordination of conferences and workshops including Board of Trustees’ meetings by ensuring availability of equipment and logistics
• Inform workshop participants and other guests of safety/security provisions of workshop facilities and emergency procedures established.

Procurement

• Collate information for designing of Price List
• Source for invoices for procurement
• Complete relevant templates such as LPOs, etc for procurement
• Process LPR/LPO for review and approval.
• Inspect all goods and services delivered to ensure it meets required specification.
• Ensure that procured items are passed through the store, inform relevant staff who requested the items to request through the store and enter Assets into the Accra/GAVRP Assets registers
• Assists to inspect facilities of Service Providers to ensure compliance to acceptable standards
• Responsible for petty cash disbursement and reimbursement of funds.
• Responsible for timely and cost-effective procurement of office supplies such as water, kitchen goods and toiletries.

Inventory /Utilities Management of Accra /GA &VLRP Offices

• Maintain and periodically update assets register
• Code assets as appropriate in line with established format
• Label and keep under lock all spear keys for office premises and vehicles
• Conduct periodic assets verification
• Assist to monitor and collate assets/equipment for auctioning
• Prepare, coordinate and implement a schedule of maintenance of equipment such as generator, air-conditioners, computers, printers, etc and arrange for repair works to be undertaken.
• Monitor utilities usage to avoid waste
• Monitor usage of water, toiletries and provisions
• Collate data on vehicle and utilities management.
• Educate staff and ensure use of energy saving gadgets.

Records Management

• Design an appropriate template that is aligned to AAG’s records management system to capture relevant file details for proper records management
• Periodically educate Accra staff on AAG records management system
• Manage effectively Accra office/GA&VLRP records and archives and ensure they are appropriately transferred to AAG Archive Repository Centre as relevant
• Maintain up-to-date file of relevant original documents on the Affiliate Programme’s capital assets such as the office premises, vehicles, generators, and other statutory documents such as receipt for property rates, business registration, TIN, etc documents.

Safeguarding

• Educate visitors and guests of AA who will come into contact with AAG children accordingly on child protection issues
• Ensure that parental or guardian’s consent is sought for any administrative activity that will involve children.
• Ensure parental or guardian consent is sought before taking any images or footage of children and explain the use to which they will be put.
• Share Visitor’s Travel information with AAG guests and brief them about security and safety issues whilst they Accra.
• Assist in maintaining security and safety gadgets and equipment and facilitating staff security and safety training/education in the Accra office.
• Facilitate and ensure secure, hygienic and safe work environment in the Accra office.
• Implement systems and mechanisms to ensure adequate security of AAG personnel, premises and assets in the Accra/GARVP

EDUCATIONAL QUALIFICATION 

Higher National Diploma in relevant field + 2 years’ experience

TECHNICAL

• Knowledge of Assets management principles
• Knowledge Travel management procedure
• Knowledge of Records keeping principles
• Knowledge of petty cash management process
• Knowledge of basic security principles
• Ability to coordinate international conferences
• Ability to design assets codes
• Ability to design referencing and filing codes
• Ability to drive within town and for long journeys

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