Vacancy title:
Logistics Specialist/ LKMP

Jobs at:
EDCL

Deadline of this Job:
17th October 2018

Duty Station:
Kigali, Rwanda

Summary
Date Posted: 11th October 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

About the Company

JOB DETAILS:

Key roles/responsibilities

Logistics Management

• Ensure that the assets register for the project is maintained and timely updated;
  
• Ensure the communication fees are timely given to staffs monthly;
  
• Ensure that all offices and Laboratory equipment of the program are tagged, maintained and timely repaired;
  
• In coordination with security company in place, ensure that the program offices and equipment have full security;
  
• Ensure that all project’s offices have water and electricity, and bills are paid on time;
  
• Ensure that the offices refreshments are efficiently benefited by the staffs;
  
• Ensure that the program stock is well managed in accordance with software and procedures of the institution;
  
• Ensure that the petty cash is well managed in accordance with institutional procedures;
  
• Participate in programme planning and advising on logistics considerations;
  
• Provide technical and operational support as well as advice on application of logistics management best practice, systems and procedures;
  
• Take initiative in the improvement of logistics management;
  
• Assess existing logistics operation systems and advise on corrective measures to be undertaken;
  
• Ensure the implementation, monitoring and evaluation of new initiatives and procedures related to logistics as recommended by higher authorities;
  
• Manage contracts in forwarding, transport and housing, where necessary;
  
• Review the logistics component of budget proposals for consideration during budget review;
  
• Plan, manage and monitor delivery of logistical facilities and supplies to program staffs and ensure compliance with procedures manual;
  
• Supervise and ensure Safe custody of Organization Assets in line with Organization policy in place;
  
• Ensure that all assets of program are insured;
  
• Comply with the implementation of audit recommendations;
  
• Any other task in regards assigned by line authorities.
  

Fleet Management

• Ensure that all cars and boats of the program are timely ensured, maintained and repaired in line with the contracts in place, to allow the ongoing concern of the organization;
  
• Prepare the vehicle plan for field work and make sure that they are in good condition (Maintenance, repairs and fueled);
  
• Managing vehicles by using an automated system (GIS), and produce various reports such us, vehicles fuel efficiency report, maintenance cost report, repair cost report and suggest the recommendations;
  
• Prepare the weekly vehicle plan for all vehicles going to the field in mission or working at office;
  
• Ensure that logbooks for vehicle are maintained and efficiently filled;
  
• Contribute in the preparation of technical and operational specifications for vehicles in line with identified transport needs during the procurement process;
  
• Ensuring that the Organization fleet reflects the organizational brand, and is in a good mechanical and working condition;
  
• Review and monitor the execution of contracts for the provision of fuel, servicing, repairs and maintenance for the Organization’s fleet. Ensure compliance with the provisions in the contracts and transport policy;
  
• Prepare cost estimates for budget and planning purposes; and provide advice on matters pertaining to planning, budgeting and monitoring of the transport logistics for the project;
  
• Initiate actions leading to procurement and monitoring of adequate insurance cover for all project vehicles and boats in accordance with the traffic, road and marine safety act and Organizational policies;
  
• Coordinate the monitoring and upgrade of the fleet management system and follow up on any findings;
  
• Implement and review the effectiveness of the internal controls in the transport management system in accordance with the Organization policy and guidelines;
  
• Any other task in regards assigned by line authorities.
  

Administrative support

• Manage all contracts for program staffs and ensure the completeness of their files in accordance with organizational policies
  
• In collaboration with HR unit, monitor the recruitment process of staff;
  
• In corroboration with Human Resource Department, make sure all staffs have medical insurance;
  
• Ensure monthly declaration of PAYE, and RSSB contributions and related filling;
  
• Ensure a clean filling of monthly payroll for program’s staffs;
  
• Any other task in regards assigned by line authorities.
  

Reporting

• The staff will report to the Director of Administration and Finance of the program.
• The following are the reports to be respected in accordance with organizational policies:
  
• Monthly well reconciled report of fuel management
  
• Quarterly costed vehicles and boats maintenance report
  
• Stock Physical count report at the end of Fiscal Year
  

Qualifications and experience

• Bachelor’s Degree (A0) in Business Administration, Economics, Procurement, Logistics and Supply chain management;
  
• Minimum (7) years of working experience related to transport and logistics management
  
• Having worked in Public institutions is a requirement;
  

NB: Successful candidates will work at the Lake Kivu Monitoring Programme (LKMP) laboratory situated at Cap Rubona and in the LKMP office at the CEPGL building located at Rubavu in Rubavu District.