Organizational Setting
The key mission of the FAO Country Offices, which are headed by the FAO Representatives, is to assist and support national governments to develop policies, strategies and programmes and projects to accelerate the implementation and achievement of Sustainable Development Goals in the area of FAO’s global mandate and Strategic Objectives.
The Logistics (Fleet and Premises) Assistant undertakes logistics-related support activities of medium complexity. He/she ensures quality, transparency, and consistency of processes. The job role requires in-depth knowledge and interpretation of policies, procedures, and practices related to logistics management. The incumbent provides procedural guidance to other staff in the Organization as and when needed.
Reporting Lines
Under the direct supervision of the Assistant FAO Representative for Administration, and the general supervision of the FAO Representative in Liberia, the incumbent shall perform administrative support functions, which may include supervision of fleet staff engaged in transportation indicated by the requirements and structure of the Organization.
Technical Focus
The Logistics Assistant is responsible for the logistical support activities of the Country Office. The incumbent provides and coordinates broad administrative support functions in the areas of logistics. S/he ensures a high level of performance of these functions.
Tasks and responsibilities
• Provide day-to-day logistic support as requested to ensure smooth operation of FAO activities in the field.
• Receive and check deliveries of all goods/services to ensure that the correct amount and type of stock is delivered.
• Sign delivery notes upon receipt of goods.
• Provide support to arrange local official travel of all FAO staff, and other relevant parties, which includes, ground transportation arrangements, hotel reservations, Travel Authorization, security clearances, and other documents.
• Arrange for timely repairs/servicing of office vehicles, motorbikes, and other office machinery.
• Check and record daily logs and fuel consumption for FAO and rented vehicles.
• Assist in providing logistic and administrative support to workshops and training sessions.
• Manage and monitor the performance of all FAO vehicles in the field to achieve maximum utilization, vehicle routing, and scheduling for the timely movement of personnel and cargo to the field.
• Carry out Scheduled Maintenance and Repair, Overhaul, Reconditioning, and Modifications, in the most efficient manner with the ultimate objective to ensure that all vehicles are maintained to a high standard and roadworthy condition.
• Responsible for overseeing the Materials Management aspect of the operation and in particular the controlling, justification, and issuance of Spare Parts, tires, lubricants, and consumable Materials at the Area offices and Sub offices level.
• Assist in the preparation and processing of payments against purchase orders and contracts upon satisfactory delivery of goods and services and vehicle maintenance repairs conducted.
• Responsible for forecasting and requisitioning of spare parts: Preparation of orders for spare parts tires and materials required for the operation and submit these requests for approval by the AFAOR/A.
• Assist in the preparation of all sorts of contractual agreements with facility owners and service providers i.e. Service Contracts and Lease Agreements, in accordance with MS 502
• Supervise and ensure that the entry and exit of goods from the FAO warehouse are properly controlled and recorded.
• Supervise and ensure that storage and warehousing of all inputs procured under the projects are arranged in and orderly manner to facilitate identification of goods stocked.
• Be in charge of the organization of FAO’s storehouse, keeping an updated record of all supplies in close coordination with the Procurement Specialist, ensure that the satisfactory delivery of goods and services is properly done before clearing any payment.
• Be in charge of customs procedures providing all required documentation for clearances through Government Ministries for procurement ensuring timely arrival in country.
• Assist in arranging clearance of the consignments such as preparing Tax exemption, certificates and necessary permits of Government.
• Advise the AFAOR/A of any administrative-specific issues or improvements.
• Perform other duties as requested by the supervisor.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• University degree in Business Administration or Logistics/transport-related studies.
• At least 3 years of experience relevant experience in logistics or procurement, including staff supervision at the national or international level.
• Working knowledge of English.
• National of Liberia or resident of the country with valid work permit.
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Work experience in more than one location or area of work (progressively responsible accounting/administrative and clerical experience)
• Computer proficiency in use of standard MS Office packages (Word, Excel, PowerPoint), office suite
Selection Criteria
• Very high skills/knowledge of background related to the ToR's requirements
• Experience with UN, and other International Organizations would be an asset.
• Liberian National