Logistics & Admin Assistant (Maternity Cover) at Oxfam

Logistics & Admin Assistant (Maternity Cover) at Oxfam – Oxfam Kenya Job Details

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

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 physical inventory and verification of assets with Finance team
• 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

REQUIRED QUALIFICATIONS

• Diploma in Business Studies or Secretarial
• Proven experience in customer care
• Fluency in written and spoken Kiswahili and English (essential)
• Computer literacy and word-processing skills (essential)
• Excellent organisational ability and attention to detail
• Good communication and interpersonal skills, including being able to deal with multiple demands