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Duties and responsibilities:
ESSENTIAL JOB FUNCTIONS:
Essential Position Responsibilities and Duties
- Ensure records for (transport) are compiled, updated, and maintained in the box folders with hard copies in a secure place.
- Coordinate with other staff members to ensure the RI Offices and Guest Houses are adequately equipped and supplied.
- Assist any other Operations staff and other program support staff on various tasks as directed, including, but not limited to, stock control, document preparation and processing, and transport management
- Assist the smooth functioning and support of all Rl-Sudan offices, including short program support visits to field offices as necessary.
- This position will supervise drivers and cleaners deployed in the office, warehouses, and guesthouse.
Procurement
- Responsible for processing the procurements for the office supplies and transport requirements.
- To maintain accurate records of all quotes, items procured and assets in use in line with RI procedure, ensure that all correctly completed and authorized procurement requests are procured and delivered in a timely manner,
Warehouse Management
- Prepare stock reports for office supplies through required periodic reporting (i.e weekly, Monthly, bi-annually, and annually) and ensure stock is well supported by applying required stock management tools in accordance with RI stock management procedures.
- Act as focal person for inventory management information management system
Assets Management
- Prepare and review assets and inventory list and ensure the verification process in all offices/HFs to determine existence, and condition and ensure accurately updated asset register in accordance with RI asset management policies.
- Ensure accountability, documentation, and handover paperwork are correctly done (I.e., Donation certificates and/or asset transfer certificates)
- Being in charge of asset control ensures that all asset lists are adequately updated and shared with all field offices.
- All assignment forms for the equipment is assign to staff are available and reconciled with the master asset list.
Fleet Management
- Organize transportation of the required program and support items to and from the field offices.
- Ensure that all transported goods have the appropriate documentation, e.g., waybills, receipts, etc., and that all inventories and stock lists are updated at the receiving and sending end as necessary.
- Manage all RI vehicles and drivers and assist in the maintenance of Vehicles.
- Ensure the vehicle travel and fuel use logs of all field site vehicles are kept up to date and arrange appropriate vehicle inspections and repairs for all vehicles.
- Ensure the safety, full-equipping, and roadworthiness of all RI’s vehicles, together with drivers.
- Coordinate and ensure national transportation of freight by land, sea, and air is in line with program budgets and needs; ensuring the most cost-effective and reliable means of transport is used for the timely delivery of supplies to all project locations.
- Support management of vehicle fleets in line with RI standards to ensure appropriate allocation and safe use of vehicles throughout the program bases, servicing, and maintenance schedules are adhered to and ensure accountability with reference to fuel consumption.
- Determining the appropriate means of transport; transportation cost management, bookings, documentation, such as waybills; scheduling, etc.
- Ensure that all transported goods have the appropriate documentation, e.g., waybills, receipts, etc., and that all inventories and stock lists are updated at the receiving and sending end as necessary
- Ensure that all partner regulations and procedures are upheld during the transportation process and that mishandling costs to RI are minimized
Administrative Tasks
- Maintain all files related to logistics, including filing regarding inventory control, transportation management, vehicle management, procurement, communications, travel, etc.
- Order, distribute, and keep accountability of stock including office supplies
- Assist Admin/Finance personnel to maintain accounting records relating to procurement
- Order, distribute, and keep accountability of all office supplies including, but not limited to, computer disks, calculators, pens, paper, etc.
- Organize all RI files related to logistics and keep them updated as directed
- Organizing flight Bookings, Staff documentation, and acquisition of approvals i.e., visas, permits, etc.
- Bookings adhering to the required timings to save on costs and eliminate or minimize frustration.
- Communicating with the respective staff traveling on schedules, timely sending tickets, departures & arrivals; sharing of contacts of drivers, etc.
- Management of staff movement using boards accessible by all, ensuring that information is accurate and regularly updated, and changes timely communicated to the affected staff.
- Ensuring drivers are available for pickup at the scheduled times without delays
- Preparation of accommodation for staff in transit and visitors,
- Preparation of welcoming packs with essential information for visitors and information of next travel schedules in both town, airports, meetings etc.
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