Logistics Assistant

ABOUT VILLAGEREACH

VillageReach transforms health care delivery to reach everyone, so that each person has the health care needed to thrive. We develop solutions that improve equity and access to primary health care. This includes making sure products are available when and where they are needed and primary health care services are delivered to the most under-reached. Radical collaboration with governments, the private sector and other partners strengthen our ability to scale and sustain these solutions. Our work increases access to quality health care for more than  78 million people in Africa. VillageReach in incorporated in Washington State and has offices in Seattle (USA), Democratic Republic of Congo, Malawi, and Mozambique.

Summary

Under the direction of the Operation Manager and with partnership from the Tanganyika Technical Assistant, the Logistics Assistant will support the logistics operations of all activities in Tanganyika, DRC. In this role, you will have responsibility for the following areas:

• Coordinate the deployment of equipment and materials in different health zones.
• Provide logistics support to the office and in the field missions, check the security prior missions Ensure the safety of the organization’s staff and apply up-to-date safety standards.
• Keep office inventories up to date.
• Prepare and carry out various office purchases and justify them according to the organization’s policies.
• Ensure monitoring of the maintenance and repair of office equipments (lap top,printers,tables,chairs etc….) and the office vehicle and motorbikes
• Ensure the proper operation of the generator and maintain the Country Office’s power supply circuit on a daily basis in the event of a power cut. Update the planned maintenance schedules for vehicles, computers, air conditioners and other Country Office assets and ensure timely follow-up,
• Ensure that electricity, water, and telephone bills are paid on time.
• Assist staff with national and international travel formalities as required (visas, purchase and reservation of tickets and hotel reservations) and Organize staff travel arrangements (travel).
• Provide logistical support to various program activities, including workshops, field missions.
• Responsible for the office internet
• Ensure proper management and follow up of fuel supply of the vehicle, motorbikes, and speedboats.
• Support in verifying invoices from Transport Managers of Polio samples for certainty (in collaboration with the finance assistant)
• Assisting in the procurement and maintenance of office equipment, furniture, and other assets
• including managing and updating the inventory of office assets
• Ensuring supervision of drivers
• point of contact for all local suppliers and hotels to obtain invoices and other supporting documents.
• ensure that all logistics comply with internal operating standards, policies and procedures as set out in the procedure manual.
•  Collaborate daily with the driver and other program staff to ensure that all requests are executed, complete, accurate and in accordance with standards and procedures. Perform other tasks as needed.

Competencies:

The following competencies reflect what is expected of all VillageReach employees; including examples of how one might demonstrate each of these competencies in one’s role.

• Personal Motivation and Drive: Is self-directed in one’s approach to work, but asks for help when needed; holds oneself accountable; undertakes self-development activities; seeks to build and master new skills; looks for and takes advantage of opportunities within the organization
• Collaboration & Effective Communication: Establishes and maintains effective relations with coworkers, partners & stakeholders and external parties; works collaboratively with others to accomplish organizational and team goals and objectives; works actively to resolve conflicts; expresses ideas and thoughts effectively; selects and uses appropriate communication methods and maintains meaningful communication with virtual coworkers and other parties to keep them informed
• Commitment to Diversity & Inclusion: Takes personal responsibility for and supports others across the organization in creating and sustaining a diverse work environment where individuals are welcomed, valued, respected and supported; personally committed to attaining cultural competency including self-awareness of one’s own attitudes about culture and cross-cultural interactions; exhibits the willingness and ability to engage openly and respectfully around issues of race, colonialism, identity and culture; upholds equity in access to sharing of information, ideas, and opportunities throughout VillageReach
• Commitment to Excellence: Produces a high output of work, both in terms of quality and quantity; looks for ways to improve and promote quality; monitors work to ensure quality; has a personal commitment to the mission of VillageReach
• Solution Orientation & Innovation: Focuses on results and desired outcomes and how to best achieve them; gets the job done; sees opportunities for creative problem-solving while staying within the parameters of good practice; sees old problems in new ways and has novel approaches to solving those problems; contributes original and/or resourceful ideas to their area of responsibility; is able to consider and articulate risks and consequences of proposed innovations and factor these into decision-making

REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Education & Experience:

The ideal candidate will have the following professional qualifications and personal characteristics:

Required

• Bachelor’s degree in office administration and Logistics or related field.
• Excellent interpersonal communication and analytical skills.
• Proven experience in writing a written report
• Experience of working in the logistics and  health sector
• Experience in coordinating office logistics

Other Qualifications:

• Demonstrated understanding of challenges with working in rural, underserved and lowincome context; experience living in and/or working in a low-income country a plus.
• Proficient in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel) and comfortable in a
• fast-paced technical environment.
• Superb written and verbal communication skills, fluency in English and French is a plus.
• Ability to work under time constraints and meet deadlines.
• Ability to develop and carry out work plans and solve problems independently.
• Strong organizational skills and attention to detail.
• Experience of working in Tanganyika is a plus
• Experience working with NGO is a plus.
• Ability to work independently and take initiative

Environment and Physical Demands:

VillageReach has no private offices, employees work in a shared, open environment with task and conference rooms accessible to employees for privacy and meetings. The noise level in the work environment is usually quiet. Due to the time zone differences between our Seattle office and our Country Offices and location of other global staff, US based staff are expected to be available for early morning meetings starting at 6am; and global HQ and Country office staff are expected to be available for late afternoon/evening meetings up to 6pm. Role is computer based and requires sitting and/or standing at a desk, using a mouse, keyboard, and laptop and viewing screens.

COMMITMENT TO DIVERSITY & INCLUSION:

VillageReach is an Equal Employment Opportunity Employer committed to workforce diversity. We believe that diverse, equitably weighted perspectives foster an organizational capacity to create novel solutions that improve health in the most under-reached and hard-to-reach areas. To align our values, innovations and impact, VillageReach is committed to recruiting and retaining a diverse global workforce.

APPLICATION INFORMATION:

This is an immediate hire and therefore resumes will be reviewed on a rolling basis until filled. To apply, please submit your resume and a cover letter to our online portal: http://www.villagereach.org/join-us/.  In your cover letter, please address (1)Why you are interested in this position, (2)What is one reason you think you’d be a good fit for this position and, (3)what is one strength you would bring to this position?

Hiring Process:

The hiring process will include the following steps:

1. Review submitted applications
2. Conduct 20-30 minute screening interviews for shortlisted candidates
3. Conduct skills and value-based interviews for 3-5 candidates.
4. Request that top candidates submit a practical assessment (designed to take no more than two hours to complete). Sometimes the assignment will occur before the interview.
5. Conduct final interview if necessary
6. Request references
7. Make offer
8. Conduct background check

Only shortlisted candidates will be contacted, but candidates who proceed to step 2 will be notified if they are not chosen for step 3.

Safeguarding:

VillageReach is committed to promoting the welfare of children, young people, adults, and beneficiaries with whom it engages. We expect everyone working with us to share this commitment through our code of conduct.All offers of employment will be subject to satisfactory references and appropriate screening checks, which may include criminal records. VillageReach participates in the Misconduct Disclosure Scheme and, in line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse, and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By applying, the job applicant confirms his/her understanding of these recruitment procedures.

Compensation & Benefits:

VillageReach has an established compensation structure that is based on the relevant market and internally transparent. We hire people into the established range based on one’s experience and education and considering internal equity. We do not inquire about salary history.