Position Background:
The Logistics Assistant is a key member of the Operations team. He/She will provide operational support to ATI implementation, supporting logistics services/needs required for project activities, travels, and events in an efficient and cost-effective manner. The individual supports accurate and complete record-keeping and filing systems based on the project’s Field Operations Manual (FOM), USAID regulations, and contract requirements and limitations. He/She will also assist with completing administrative on tasks, including reviewing, and consolidating necessary backup documentations for payment of procured operational services. He/She will support operational procurement for travel, logistics, goods, and services.
KEY DUTIES AND RESPONSIBILITIES
- Support logistics services related to travel itineraries including flights, accommodation, catering, and car rental services and making timely and necessary booking updates to accommodate changes (s) to travel itineraries
- Prepare and submit operational procurement requisitions for approval via TAMIS
- Support in the preparation of contracts with vendors and maintaining contracts after award,
- Maintain a systematic filing system of electronic copies of all procurements and ensuring that all documents are kept current and complete
- Assist in organizing tender committees for operational procurement needs
- Support the preparation of purchase records
- Responsible for checking procurement and logistics deliverables and support the payment process in collaboration with Logistics Coordinator and finance team
- Update vendor database on a regular basis and as needed
- Verify deliveries are complete and done in a timely manner
- In coordination with the Logistics Coordinator, develop RFP/Qs for individual and blanket purchase agreements
- Perform vendor checks for exclusion
- Provide onsite assistance during events as required
- Participate in vendor evaluation process and provide support to the procurement committee members
- Support inventory management and documentation
- Perform other duties as assigned by the Logistics Coordinator, Administrative Coordinator or Operations Director.
REPORTING:
The Logistics Assistant will report to the Logistics Coordinator.
QUALIFICATIONS:
Required:
- Bachelor’s Degree or equivalent in Supply Chain Management or Procurement
- 4+ years of progressively responsible procurement experience with at least one year in NGO or international organization
- Strong office management and communications skills
- Demonstrated ability to work in dynamic environments and achieve development outcomes
- Ability to perform high-level duties with a minimum of supervision
- Excellent writing, speaking, and reading skills in English.
- Demonstrated strong problem-solving skills as well as exceptional customer relations (both internally & externally); provides sound business judgment and contractual oversight
- An extremely well-organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
Preferred
- Professional qualification in Supply Chain Management preferred
- Experience with USAID policies and regulations is preferred
- Previous experience with DAI policies, procedures, and systems (TAMIS, etc.) preferred
