ABOUT THE JOB
The Supply Chain Logistics Assistant will support the Supply Chain Logistics team in data collection, reporting, and virtual coordination related to fleet, warehouse, and asset management. Working closely with the Logistics Manager, the Assistant will ensure that data from supply chain logistics teams across various sectors and locations is collected, analyzed, and accurately reported in a timely manner.
Responsibilities:
- Understand, respect and control DRC policies and procedures.
- Focus on supporting transparency and accountability of the organization.
- Maintain a strong working relationship with DRC & HDP Programme
- Maintain accurate systems and regularly updating supply chain databases.
- Assist with Logistics Manger for preparation of any reporting required in terms of Stock Reports, Deliveries, Goods Received, Fuel Consumption, Services/repairs, Asset/GPE and compliance documentation.
- Position’s Specific Objectives and responsibilities
Fleet Management
- Collect, verify, and compile fleet reports from various locations and logistics team members, focusing on data such as vehicle usage, fuel consumption, and maintenance schedules.
- Monitor fleet records in the management system, ensuring documentation is accurate, up-to-date, and available remotely.
Warehouse Management
- Coordinate with warehouse managers to collect daily and monthly stock reports and update the central inventory database as provided by local teams.
- Support the preparation of warehouse management reports, including monthly inventory summaries and stock reconciliation updates, based on data from each location.
- Ensure all warehouse-related records are systematically documented in the e-filing system.
Asset Management
- Track and log all reported asset movements, transfers, and disposals from various locations.
- Regularly update the asset inventory in collaboration with on-site staff, ensuring that remote asset records are current and accurate.
- Assist with compiling data for biannual asset verification reports and maintaining a centralized digital record of all assets.
Data Collection and Reporting
- Gather and compile data from logistics teams across different locations to generate comprehensive reports.
- Prepare weekly, monthly, and ad-hoc reports on fleet, warehouse, and asset management activities, submitting them to the Logistics Officer.
- Review and verify data accuracy, identifying gaps and recommending improvements to enhance data quality.
- Remote Coordination and Communication
- Act as a liaison between remote logistics teams across various sectors and locations to ensure smooth information flow and timely data submission.
- Support logistics coordination meetings by sharing updates and insights on fleet, warehouse, and asset management.
- Assist the Logistics Officer in responding to remote data inquiries from management, donors, or other departments.
Compliance and Best Practices
- Ensure that all fleet, warehouse, and asset management practices align with organizational policies and relevant local regulations.
- Promote adherence to organizational protocols and best practices, especially concerning data management and reporting processes.
Supervision and Reporting
- The Logistics Assistant will report to the Logistics Manager and work closely with logistics teams across various sectors. Performance evaluations will occur semi-annually, focusing on data accuracy, reporting efficiency, and the quality of remote coordination with logistics teams.
Ensure that an organized filing system is in place.
- Support Logistics Manager in the provision of accurate updated documentation in case of audit
- Provide weekly work plans and monthly reports logistic manager and actively participate in the weekly/ monthly coordination and departmental meetings.
- Adhere fully to the DRC Code of Conduct.
Any other task and duties assigned by Line Manager, such as providing cover for a colleague who is away.
