National Project Personnel - Assets/Logistics Assistant

Organizational Setting

The Assets/Logistics Assistant performs a wide range of administrative and control functions in support of FAO's Logistics services, and in close collaboration with the Procurement and other units in the Representation. He/ she contributes to timely and efficient assets and logistics operations.

Reporting Lines

The Assets/Logistics Assistant reports to International Administrative Officer. He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.

Technical Focus

The incumbent interacts with colleagues from within the work unit and with immediate clients from within the Organization, providing a wide variety of routine administrative and Assets/Logistics services.

Tasks and responsibilities

• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Verification of the monthly stock issues and receipts spreadsheets originated by warehousing staff at the warehousing points;
• Certification of stock which has been distributed to projects and to the office to ensure they have been received by recipients in the correct quantities;
• Review of the condition of all stock items in order to advice management on stock which may be deteriorating and maintain storeroom space;
• Provide guidance to managers on the quantities of stock held in the warehouse prior to new purchases being made to avoid unnecessary purchases of new stock when stock is already available thereby minimizing overstock positions;
• Certification of the warehouse space chargeable to FAO for the inventory items stored in the third party warehouse;
• Participate in quarterly and year-end inventory stock takes for submission to Headquarters;
• Issue loading instructions for collection of commodities from the warehouse as required by the project personnel;
• Assist in the preparation of distribution plans of projects commodities for beneficiaries in collaboration with project personnel and government officials;
• Count and verify all assets in the office for submission to Headquarters;
• Coordinate the disposal process of the obsolete stock and office equipment;
• Management of customs clearing agreements and monitoring of all shipments, clearing and completing customs formalities in a timely manner;
• Manage Warehousing contracts and transporters framework agreements in collaboration with the Operations Unit;
• Assist in the preparation of distribution plans of projects commodities for beneficiaries in collaboration with project personnel and government officials;
• Contract management of lease agreements for the provincial offices in collaboration with the relevant project managers;
• Prepare purchase requisitions (PRs) for approval and creation of receipts for Administration Unit in GRMS
• Ensure data quality by verification of information entered in the database and correction of errors of existing information in the database
• File and organize vendors and service providers information/documentation as instructed by the supervisor
• Assist in the preparation of the regular quarterly reports on Vendor and Service providers performance records to be submitted to CSAP in Rome, if required
• Ensure the smooth clearance of items purchased internationally by FAO;
• Assist in clearance of effects/belongings of International staff members, which involves interacting with clearance agents and the Ministry of Foreign Affairs and be fully aware of clearing procedures of Aid Organizations.
• Verify that ordered goods are delivered as per order specifications
• Management of all facilities maintenance contracts which includes office cleaning, plants hire, plumbing furniture maintenance and repair.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary School Education. A University Degree in Logistics/Purchasing and Supply Management/Administration or related field will be an added advantage.
• At least three (3) years of relevant work experience in Logistics/Asset Management/administration support work
• Working knowledge (Level C) of English
• Zimbabwe Nationality.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Very good knowledge of the corporate computerized financial / travel / human resources systems
• Good knowledge of Assets/Logistics regulations and procedures
• Good knowledge of the MS Office package, Internet and office technology equipment
• Good knowledge of FAO's administrative policies and procedures

ADDITIONAL INFORMATION