ROLE PURPOSE

The Logistics Assistant will provide logistics support in relation to asset management, warehouse management, stock in transit management, fleet management and non-flight travel in Songwe programme area and reporting on the same.

SCOPE OF ROLE

Save the Children has been operational in Tanzania since 1986 providing support to children through developmental and humanitarian relief programmes delivered in support of Government of Tanzania priorities and policies both directly and through local partners. Current programming focuses on child protection, child rights governance, education, nutrition, HIV/TB and emergency response. In 2012, as part of a global reorganization process, Save the Children combined programmes of SCUK, SCUS, SC Sweden to create a single operation in Tanzania. We currently have an operational presence in Dodoma, Singida, Shinyanga, Zanzibar, Songwe and Kigoma as well as Dar es Salaam and we also work through partners in other parts of the country. We employ nearly 100 staff and have an annual operating budget of approximately $10 million.

Reports to: Area Programme Manager

Dimensions: Maintains strong linkages with Finance Assistant and Area Programme Manager

Staff directly reporting to this post: None

KEY AREAS OF ACCOUNTABILITY: Assets Management

• Maintain and update the Assets Register and Equipment Register for the Tuwekeze Pamoja programme and Mbozi office.
• Ensure that all the changes to the assets and equipment's locations or conditions are reflected in respective registers in a timely manner through tracking of movement and that any discrepancies are reported immediately.
• Ensure that all assets of the programme are labelled correctly and ID cards created.
• Ensure that the assets that are issued to staff are authorised, recorded and necessary paper work exists as per the policy of Save the Children.
• Ensure that all assets are properly maintained and looked after. Any miss-use and abuse is reported and senior management is updated on the status and issues related with assets.
• Ensure the Asset register is shared with the Logistics Coordinator/Manager at the end of each month.
• Conduct periodic asset verification and checks on all assets.

Warehousing and Stock Management

• Ensure that all procured materials are properly stored and correctly recorded and that the stores in Mbozi office is maintained following standard SCI procedures.
• Ensure that the movement of inventories IN and OUT of the stores is correctly documented, authorised and paper work is done as per procedures.
• Alert the relevant Programme Manager /Requester about the receipts and dispatches and coordinate with them as it may be necessary.
• Ensure that Stock Cards and Bin Cards are updated and stock reports are produced and circulated to Logistics Manager; data is uploaded to the internet based warehousing management system (TiM) on at minimum a weekly basis.
• Prepare by the 5th of the following month a monthly warehouse report for verification by his line manager.
• Ensure that any items disposed from the stores are done so in compliance with Save the Children procedures.

Transportation and Freight

• In collaboration with of the Finance Assistant, organise transportation of goods and ensure all accompanying paper work is produced in a timely manner.
• Compile accurate documentation relating to the movement of items between locations per consignment.
• Liaise with the Procurement Unit to arrange transportation of goods and equipment between Dar es Salaam and Mbozi office and ensure that the goods are securely packaged and loaded to prevent damage during transportation.

Fleet Management

• Ensuring proper safety, security and handling of SCI fleet to the best interest of the organization and manage SCI Tanzania vehicle fleet in accordance to the operational needs and in compliance with the required standard procedures.
• Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained.
• Ensure that all SCI Mbozi fleet asset administration is executed in a professional manner and in accordance with SCI standards, procedures and Tanzania legal obligations.
• Ensure that all SCI Tanzania fleet assets are regularly checked and serviced and maintained according to preventative maintenance schedules and in line with manufacturer's recommendations and warranty requirements.
• Lead the production and initial analysis of all fleet management reports for the Tuwekeze Pamoja programme and Mbozi office on monthly, quarterly, and annual basis for presentation to the Logistics Manager.
• Ensure that vehicles are adequately equipped with tools, fire extinguishers, first aid kits and any other equipment required as part of the programmes local safety and security policies and procedures.

Staff Transport

• Communicate effectively with the staff or visitor on arrangements made with name of SC Driver or contracted service provider with time of pick- up and phone number of driver concerned.
• Under direction of the Area Programme Manager, manage in the most efficient and effective utilisation of SC vehicle in Mbozi office.

Other General Support Activities

• Assist and implement standard Save the Children logistics systems and procedures.
• While the majority of work will be carried out in the Songwe region, the Logistic Assistant, may be required to make occasional conduct supportive visits to partners.
• The Logistic Assistant will be required to carry out inductions with new staff on aspects of their role and areas of expertise.
• The Logistic Assistant may be required to provide technical support to Implementing Partners.
• Conduct Performance Review with line report and ensure clear work and personal development objectives are established with timelines and regular feedback and support is provided.
• As a member of the Mbozi and Tuwekeze Pamoja team, she/he will work collaboratively with the team members to ensure good coordination, communication, planning and customer service to staff and the programme, including providing cover for, and support to others and undertaking any reasonable additional duties as delegated by the line manager.

Child Safeguarding

All staff have an obligation to ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies. They must conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.

All staff must ensure the way they are carrying out their work is not putting children at risk (or further risk).

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE:

• A Diploma in supply chain, logistics or procurement
• 2-3 years' experience working in similar role in an NGO or private commercial sector
• Member of a professional body e.g. CIPS, CILT or KISM will be an added advantage
• Excellent computer skills, especially in MS Excel, spread sheets and MS Word
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
• Commitment to and understanding of Save the Children's aims, values and principles. High-level of integrity/confidentiality and ability to work as part of a professional team
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Fluency in written and spoken English
• Commitment to and understanding of Save the Children's aims, values and principles. High level of integrity/confidentiality and ability to work as part of a professional team