Logistics Assistant Orbis International

The Logistics Assistant supports Orbis Zambia projects with logistics and administrative work.

Based in the Orbis Office in Lusaka, they will travel regularly to other project sites in in Zambia.

The Logistics Assistant will report to the Office Manager; He /she will work closely with the office manager to providing logistical and administrative support for program implementation. He/she will also be responsible for driving project staff, consultants and visiting staff of Orbis International Zambia.

ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY

• Assist in obtaining quotations for procurement, compiling, and analyzing cost information and assist in the selection of vendors
• Maintain a register for all documents/samples/tender or bids received at all times
• Assist the Office Manager to maintain an up-to-date procurement tracker
• Assist the Office Manager to maintain an up-to-date asset register
• Updating stock records on a regular basis, both electronically and manually
• Branding equipment and furniture with asset number tags and stickers, where applicable
• Ensuring efficient and safe storage of equipment
• Maintain efficient and effective filing system for all equipment/supplies received and distributed to the facilities.  The system must be easily accessible
• Verifies and keeps record of incoming and outgoing shipments and prepares items for shipments
• Perform administrative tasks on behalf of projects including but not limited to: obtaining quotations, collecting goods, documents or mails, photocopying, scanning,  -preparing administrative documents and handling payment
• Handle front office duties as and when needed
• Provide logistical support for program partner trainings and workshops
• Act as a representative of the project, at all times being responsive and providing courteous support to visitors, clients and partners
• Assist the office manager and relevant staff in making logistical arrangements for meetings
• Assist the office manager and relevant staff in arranging travel logistics for Orbis staff, consultants, and visiting staff, including hotel arrangements, airport and hotel pick-ups, etc
• Assist the office manager and relevant staff in the maintenance of an efficient records/storage of all office supplies, including anticipating needs for re-stocking
• Drive and maintain project vehicle (i.e., ensuring that servicing schedules and reporting of any maintenance needs are done on a timely basis), and ensuring safety of the vehicle and passengers
• Carry out different inspections of the vehicle before driving
• Maintain an updated vehicle logbook daily by noting date, destination, departure and submit mileage, fuel consumption and maintenance reports to the Office Manager, for onward submission to the Finance Department
• Ensure smooth running of transport operations, in conjunction with the office manager  by consistently monitoring the transport calendar and requests
• Travel to different project locations in the Copperbelt, Northwestern Province, Lusaka province and Eastern provinces, as needed
• Perform any other office related duties as requested by the Supervisor and other Senior staff

QUALIFICATIONS & EXPERIENCE

• Minimum Certificate or Diploma in Business Administration
• Certificate in Administration, procurement, mechanics or any related qualifications is a plus
• Valid driving license with at least 5 years of experience driving and maintaining vehicles and logbooks
• Defensive driving is essential
• Knowledge of and ability to operate basic office equipment such as computers, scanners, copiers, and fax machines
• Experience working with an NGO preferred.

SKILLS & ABILITIES

• Good command of written and spoken English
• Excellent interpersonal communication skills (verbal & written) required
• Able to interact with people of diverse cultural backgrounds
• Having basic computer skills including Word, Excel and the Internet
• Ability to foster an open trusting work environment
• Ability to work in a highly demanding work environment
• Ability to take initiative, work in teams
• Ability to be politely persuasive and resilient for speedy results, as the external working environment may not be smooth
• Accepts accountability for works planned and promised and respect deadlines
• Supports a customer-centered approach to programs, services, and systems
• Ability to travel up to 50% of the time, domestically
• Authorization to work legally in Zambia

To learn more about Orbis, go to www.orbis.org

Orbis is an Equal Opportunity Employer. As a global organization, we welcome qualified applicants from diverse backgrounds and cultures who reflect the five Orbis values of Trust, Caring, Commitment, Accountability, and Excellence.