Logistics Assistant

Job Description

PROJECT BACKGROUND:

The Strengthening Regional Peace and Stability (SRPS) in West Africa Program is a five-year, USAID-funded program implemented by DAI. The program supports the efforts of West Africans to address the risks of instability from democratic backsliding and from conflict, and prioritizes targeted governance, conflict and violence prevention, peacebuilding, and preventing and countering violent extremism (P/CVE) interventions across the region. The program will engage with regional partners and with governments that demonstrate commitment to power-sharing and resource redistribution, both of which are crucial for reducing exclusion, violence, and conflict. Program interventions will address causes of fragility, and focus on good governance approaches, conflict prevention and response, and P/CVE interventions across select target countries in the Sahel and coastal West Africa.

SRPS is looking for candidates to fill for the LOGISTICS ASSISTANT position.

PURPOSE OF THE ROLE:

The Logistics Officer will manage project vehicles, support the project Drivers, and support general office administration, meetings and logistics. The Logistics Assistant will work closely with the Operations Manager, Procurement Specialist and Administrative Assistant to ensure smooth implementation of the SRPS program in compliance with USAID and DAI policies and regulations. The Logistics Assistant will support the Logistics and Administrative Assistants in each country field office in target locations.

OBJECTIVES AND DUTIES:

The following comprise main responsibilities of the Logistics Assistant:
Support daily administrative operations of project including facilities, logistics, security and inventory, as well as record and file management, in compliance with DAI policies and USAID rules and obligations.
Responsible for gaining a comprehensive understanding of the project Field Operations Manuel (FOM) and ensuring compliance while operating and maintaining project vehicles.
Support the project’s Driver.
Build capacity of the Driver in administrative tasks such as managing travel requests, vehicle log records, vehicle maintenance records and timekeeping.
Manage the coordination of logistics for meetings, workshops, trainings and other events.
Coordinate local travel requests and manage Driver’s time and transportation schedules accordingly.
Manage periodic scheduling of vehicle maintenance.
Ensure all vehicles are insured and local fees are paid as per Ghanaian laws.
Approve vehicle logbooks, fueling and maintenance records and ensure that they are well organized, maintained and updated on the project database according to DAI policies.
Prepare accident and incident reports where necessary.
Assist with procurement of operational goods and services such as kitchen and sanitary supplies as well as stationery and office supplies.
Support with office upgrades and maintenance.
Perform screening of project suppliers, partners and beneficiaries and maintain the appropriate records.
Manage relationships with goods and service providers, car rentals, insurance companies, etc.
Manage the reception desk and interface as appropriate with parties passing through or using the project office.
Facilitate administrative transactions with governmental and/or other institutions facilitating the running of the office utilities (electricity, water, generators, etc.).
Coordinate transmission and receipt of items that may require customs clearance and other regulatory offices.
Assist with gathering, scanning and filing project documentation under guidance from relevant project staff (Procurement, Grants, Finance, etc.).
Assist with maintaining inventory of project property.
Assist with travel arrangements for project staff and visitors.
Perform courier services as required.
Support the Logistics and Administrative Assistants in each country field office in target locations.
Other duties as assigned by supervisor.

QUALIFICATIONS

Minimum of a diploma. Bachelor’s degree preferred.
5 years of logistical and administrative experience.
Familiarity with international donors preferred; prior experience with USAID-funded projects preferred.
Demonstrated experience working with diverse teams in a fast-paced environment.
Excellent interpersonal skills, including a track record of successful coordination and effective working relations with a wide range of stakeholders (e.g., vendors, service providers).
Strong communication skills both written and oral in English and ability to communicate in the local language(s). French language proficiency a plus.

Applicants are encouraged to apply as soon as possible as interviews will be conducted soon. Please note, due to the volume of applications that we receive and the urgency to fill-up positions only shortlisted applicants will receive notifications on next steps