Administrative and Logistics Assistant

February 28, 2024

Job Overview

  • Date Posted
    February 28, 2024
  • Expiration date
    March 12, 2024
  • Experience
    4 Years
  • Gender
    Both
  • Qualification
    Bachelor Degree
  • Organization
    Jhpiego
  • Required Languages
    English

Job Description

 

Internal/External Vacancy Announcement 

Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins University. For 40 years and in over 155  countries, Jhpiego Corporation has been providing technical support to the Ministries of Health in partner countries across the globe  for the past 40 years in a variety of technical areas including cervical cancer treatment and prevention, community health, HIV and  AIDS, maternal and newborn health, health workforce capacity development (both Pre-service and in-service), family planning, malaria,  and IPC/WASH. 

Job Overview:  

To be responsible for assisting in the performance of duties related to motor vehicle fleet including such operations as the acquisition,  and distribution of vehicles, procurement of repair services, administration of billing and payment, preparation of vehicle registration, maintenance of rules and regulations and to do related work as required. The assistant will also be responsible for dispatching drivers,  monitoring vehicle movements, tracking fuel usage and consumption rates, and arranging for rental vehicles as necessary. The assistant  will also serve as the direct liaison with the office travel agency and car hire services to track and manage planned and actual staff travel  and ensure all travel is conducted, reported, and paid according to Jhpiego and donor regulations. 

The following vacant position is available for immediate filling: 

Position: Administrative and Logistics Assistant (1 position) 

Job Location: Freetown 

Reports to: Administrative and Logistics Officer 

Responsibilities:  

Vehicle Utilization, Maintenance and Tracking  

  • Ensure efficient vehicle utilization, maintenance, and tracking  
  • Coordinate vehicle maintenance schedules to ensure that they are maintained in a safe and roadworthy condition (license  renewals)  
  • Maintenance of vehicles: Monthly inspect and arrange for services and repairs.  
  • Book vehicles with dealer 
  • Ensure vehicles are effectively and efficiently utilized, maintained, and tracked  
  • Ensure implementation and management of systems  
  • Safety record of drivers  

Other Travel 

  • Serve as liaison with a travel agency for planned air travel by project and visiting staff. 
  • When needed, assist in coordinating airfare bookings. Support travel bookings and coordinate pick-ups and drop-offs for  international travelers and visiting personnel. 

Liaison  

  • Maintain contact with the relevant licensing authorities, the police, and insurance companies on a range of issues relating to  company cars  
  • Take relevant action in the event of incidents such as accidents or hijacking: Take statements in conjunction with HR (investigate) 
  • Well-maintained and roadworthy fleet  

Compliance  

  • Advise staff on all legal and compliance matters relating to vehicles  
  • Attend to the administration of the company’s car policy to ensure compliance  
  • Administer fuel cards 
  • Identify trends, poor driving behavior, etc.  
  • Pre and post-vehicle delivery inspections  
  • Ensuring compliance with policies  
  • Staff orientation regarding company vehicle policies  

Accident & Incident Investigation and Reporting  

  • Accident and incident reporting  
  • Forms filled in correctly and timeously  

Record Keeping  

  • Maintain all necessary records to ensure that vehicles provided by the company comply with legal and business requirements  Distribute documentation to the line manager for distribution  
  • Control the quality and accuracy of documents  
  • Keeping tabs on any traffic infringements and ensuring that the fines are submitted to drivers and ensure payment thereof – HR  advice must be sought.  
  • Attend to other routines such as arranging courtesy cars.  
  • Timeous submission of appropriate documentation  
  • Check vehicle logs information weekly, make corrections where necessary, and sign off in each log to verify that this has been  done. Collect vehicle logs from the field and review them for accuracy. 
  • Discuss problems with logs with drivers and train new drivers on how to properly fill in vehicle logs. Collect daily and weekly vehicle checklists, verify their accuracy, and work with drivers to correct any problems. Track Field Office transport personnel and vehicle movements. 
  • Manage relations with vehicle rental vendors and manage vehicle rentals as necessary for project operations. 

Reporting 

  • Compile and submit reports relating to vehicle utilization, maintenance, and tracking 
  • Timeous and accurate reporting  

Administrative Roles: 

  • Serve as point of contact for all Office Administrative and logistics needs. 
  • Responsible for organizing and managing the physical condition of the office space, office equipment, IT, mail, and security. Provide timely and response support to project procurement requests. 
  • Prepare contractual documents for the Logistics and Administration Officer 
  • Coordinate flight bookings for domestic and international travel and prepare budgets for international travel, including for  visitors 
  • Schedule and support training and other program activities as needed  
  • Coordinate meetings including preparing meeting materials, managing the Audio/Visual system, taking notes, and organizing  catering 
  • Maintain and administer the inventory system of Jhpiego/Sierra Leone office equipment, materials, and supplies Keep proper  office records/filings as appropriate 
  • Records minutes of meetings and circulates the same 
  • Coordinate travel details/logistics for staff, consultants, and technical backstops including booking hotel accommodations and  arranging for airport and hotel pick-ups. Reconciles records with service providers and prepares periodic reports and payment  requests. 
  • Coordinate office cleaning, stores, and inventory management and supervise third-party service providers such as cleaning,  courier, catering vendors etc. 
  • Maintain Jhpiego administrative policies and procedures at the country level 

General 

  • Emergency standby if problems arise – Act as a backup driver when needed. 
  • Perform any other work-related duties and responsibilities that may be assigned from time to time by management Any other duty that may be assigned by the supervisor 

Required Qualifications:  

A high school leaving certificate, diploma in administration, or fleet management certification – mechanical and logistics  management or equivalent 

At least 4-5 years of progressively responsible experience in motor vehicle transport operations

Experience with US government-funded NGOs a plus 

Demonstrated ability to manage transport operations in a medium-sized organization 

Ability to assess potential mechanical problems and advise on preventive maintenance and repair procedures Ability to drive light vehicles; medium and large truck driving experience an advantage.

Knowledge, Skills and Experiences: 

Ability to review alternative options and select the most effective and cost-efficient mode of transport in various contexts and  circumstances 

Strong negotiating skills and ability to influence others to reach consensus 

Computer skills including demonstrated hands on-experience with MS Word, MS PowerPoint, and MS Excel.  Familiarity with routes and road conditions within Freetown and the provinces is desirable. 

Strong verbal and written communication skills in English and local language(s) 

Ability to demonstrate creative approaches to problem-solving 

Excellent independent judgment and decision-making skills 

High energy level and multi-tasking skills 

Ability to work in and promote a team environment 

Database management 

An understanding of relevant legislation and regulations, policies, and procedures relating to procurement Experience working in a diverse organization 

Self-motivated, proactive, and have a positive attitude to work requiring minimum supervision. 

High attention to details 

Be cooperative, hardworking, flexible & dependable. 

Be of high integrity and have a sense of confidentiality 

Be willing to take on extra responsibilities, sometimes working overtime, in order to achieve the goals/objectives set by the organization 

Driver’s License – Codes A,B,C,D 

Qualified persons are required to send their Curriculum Vitae (CV) and application letter to: sl-recruitment@jhpiego.org Kindly state in the subject area the position and location you are applying for. CVs without proper labeling will not be considered. 

Deadline for the submission of applications: 12th March 2024. Given the likely high number of applications, only shortlisted  candidates will be contacted.