Logistics Assistant

VACANCY ANNOUNCEMENT

LOGISTICS ASSISTANT

ABOUT FH

FH Association Rwanda (Food for the Hungry) is an International Christian Relief and Development organization with a value proposition “We design, develop, and deliver catalytic solutions that build resilience so that children, families, and communities can flourish”. FH Rwanda has been implementing integrated relief and development projects in Rwanda since 1994. FH Rwanda operates in Ruhango, Muhanga, Gatsibo, Nyagatare, Ngororero, Karongi and Rulindo districts. Our Head Office is located at Umuyenzi Plazza, 2 nd Floor, Kisimenti – Remera.

FH Rwanda has adopted an integrated programming model RFTS (Resilience and Flourishing

Through Systems Transformation) through various specializations: Asset creation, Productive learning, Social Behavior Change, Mental Health & Physical Wellbeing and Disaster Risk Reduction.

FH CULTURE

All we do, and how we do it, seek to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values.

We are seeking to hire a qualified, dedicated and experienced “LOGISTICS ASSISTANT” to be based in 1 of our 7 Area Programs. The jobholder reports to the Area Program Lead.

SUMMARY OF THE POSITION

To provide day-to-day support to the Area Program in logistics, transportation, Petty cash management and administration activities. The Logistics Assistant also performs driving duties to facilitate transportation of staff and supplies to various destinations as assigned by the Area Program Lead.

MAIN KEY RESULTS

Coordinate the procurement process at Area Program level (20%)

• Support – in close collaboration with the Logistics Team – the Area Program in procurement activities including identifying goods and services needed by the Area Program, issuing purchase orders to suppliers, reviewing goods and services from suppliers.
• Assist the Procurement Team in the selection of appropriate suppliers and contractors according to established procurement procedures.
• Ensure that services and goods delivered are of the agreed quality and standard through a physical verification where possible
• Ensure that all documentation and paperwork required for procurement processes are in or order and where necessary liaise with requesting departments in instances where documentation is incomplete or wrong. In line with this, ensure the proper filing and safekeeping of procurement documents.

Program advances and Payments at Area Program level (20%)

• Manages the Program advances settlement and reportsto the Finance Team in case a staff has failed to settle his/her advance in two weeks.
• Verifies the Program advance report and ensures that all the relevant documents are provided and proper coding is done
• He/she must also ensure that the nature of expenses matches the program advance request.
• Responsible for petty cash management including supporting in small procurement at the cluster level
• Ensure daily Petty cash Management.
• Ensure that petty cash replenishment is done when the float is depleted by around 70%.

Logistics and Driving duties (40%)

• Compile monthly vehicle mileage report for review by logistics Lead before submission to the Finance Department.
• Assist visitors with travel arrangements and accommodation to the field.
• Carry out transportation of staff or guests to various locations as well as perform courier services for dropping off/picking up items such as materials, vendor quotes, etc, observing traffic rules and speed limits
• Ensure all passengers adhere to FH vehicle policies including signing of waivers of liability where passengers carried are non-FH staff.

 Inventory and Asset Management (20%)

• In collaboration with the Logistics Coordinator, ensure that all FH vehicles are serviced in a timely manner and that they are in a good condition
• In collaboration with the Logistics Officer, organize asset disposals process in accordance to the disposal procedures in place.
• Perform physical counts of assets and inventory on a quarterly basis, ensuring that said assets and inventory are indicated in an electronic database; said database is to be updated on a quarterly basis

JOB REQUIREMENTS

• Advanced Diploma (A1 level) in Logistics, Supply Chain management or related field
• Possess a valid Driver’s license of class B with a clean driving record of accomplishment over the past 5 years (class D license in an added advantage)
• Minimum 3 years of experience in a similar position.
• Working knowledge of spoken and written English and the local language. Knowledge of French is an advantage.
• Knowledge of professional procurement and logistics principles
• Ability to negotiate with suppliers for quality goods and services at competitive prices
• Experience in dealing with government processes and procedures that relate to procurement and logistics functions
• Knowledge of basic mechanics required to make assessment for vehicle repairs

OTHER ESSENTIAL REQUIREMENTS

• Has a vibrant personal relationship with Jesus Christ
• Working knowledge of Logistics and Procurement Systems
• Must have good oral and written communication skills in English, team building skills, and ability to work in a cross-cultural environment with multi-national staff.
• Must demonstrate excellent interpersonal skills and ability to develop clear reports.
• Ability to prioritize tasks, meet deadlines and work with limited supervision.
• Ability to learn new concepts and ideas, adaptable
• Strong working knowledge of computers and MS Office Suite

HOW TO APPLY

Interested and qualified candidates should fill in the Job Application Form and attach their cover letter and updated CV/Resume with three professional referees (including email address and day telephone contacts), not later than Friday 13^th December @2pm using the following link: http://41.216.97.161/fhrwjobs

Note:

• Only short listed candidates will be contacted
• Qualified female candidates are strongly encouraged to apply
• If any issues are experienced, please contact us separately at rwanda@fh.org

FH Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Done at Kigali on 29^th November 2024