Logistics Officer 79 views0 applications 274 views

Job Title: Logistics Officer

Grade: 7(N)

Salary: ZAR 18,684 monthly

Level: Senior Specialist

Department: General Services

Location: Pretoria, South Africa

Primary Purpose

This position is primarily responsible for the coordination and follow-up of logistics for RSC Africa Sub Office, CIS, and CO circuit rides, as well as preparing travel itineraries of official RSC staff travel in accordance with the RSC standard operating procedures.

Please note that this position is open only to South African Nationals & candidates that are legally eligible to work full time in South Africa.

Supervision

This position reports directly to the Program Manager with oversight from the Nairobi-based Deputy Director for Administration.

Essential Duties

1. Requests domestic and international flight schedules, itineraries, bookings, and tickets from local travel agents for efficient and cost effective travel;
2. Develops, maintains and periodically revises standard operating procedures for travel authorizations and circuit rides in accordance with RSC Africa Sub Office, CWS and USG policies;
3. Obtains visas for staff travel, makes hotel reservations when required, coordinates ground transportation and other travel arrangements for RSC Africa Sub Office staff and visitors;
4. Prepares RSC Africa Sub Office travel authorizations and raises purchase orders to pay for travel per diem and tickets;
5. Regularly reviews, analyzes and revises RSC Africa Sub Office expenses for excess baggage, miscellaneous expenses and other travel formulas based on recent expense reports for accuracy in budgeting;
6. Assists in budget preparation and monitoring for travel and RSC Africa Sub Office;
7. Maintains current, complete and accurate contact information database in public file folders for all travel-related partners, hotels, embassies, UNHCR offices, based on the field team trip report and other sources;
8. Reviews RSC Africa Sub Office trip reports and ensures appropriate follow-up on administrative suggestions required for future planning and implementation in consultation with the Program Manager;
9. Reviews invoices for service providers and ensures correct rates are being charged and also identifies local versus regional travel expenses;
10. Provides support to the Finance Officer and Administrative Assistant with bookkeeping and petty cash management.
11. Oversees all Sub Office specific procurement needs;
12. Supervises the GSO Assistant and Admin Assistant in the completion of their duties;
13. Reviews monthly payments and ensures payments are up to date
14. Reviews research and market analyses as submitted by GSO Assistant
15. Ensures vendor forms and contracts are up to date.
16. Performs other duties that may be assigned to ensure the logistical support of operations related to official travel and other program objectives.

Qualifications

Education:

· Bachelor’s degree or four (4) year of experience in lieu of a Bachelor’s Degree is required.

Experience:

· Eight (8) years of paid work experience is required.

· Demonstrated written and verbal English skills;

· Demonstrated computer skills, especially Microsoft Excel;

· Demonstrated organizational and time management skills;

· Demonstrated strong communication skills.

Knowledge/ Skills:

· Demonstrated written and verbal English skills;

· Demonstrated computer skills, especially Microsoft Excel;

· Demonstrated organizational and time management skills;

· Demonstrated strong communication skills.

Abilities:

The Logistics Officer must have the ability to:

· Maintain the integrity of confidential financial and personnel information;

· Communicate effectively both verbally and in writing;

· Follow instructions from the Program Manager with a positive and receptive attitude;

· Deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;

· Conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa Sub Office and CWS/IRP;

· Maintain a high performance standard with attention to detail;

· Carry out all of the duties of the position efficiently and effectively with minimal supervision;

· Take initiative;

· Maintain strict confidentiality with RSC Africa Sub Office administrative and operational information;

· Manage a large and diverse workload under pressure with competing priorities;

· Work well as a team in a multi-cultural environment while maintaining a high level of motivation;

· Effectively manage RSC Africa’s Sub Office resources;

· Actively participate in the implementation of the U.S. Refugee Admissions Program in Africa.

Physical requirements: This position requires bending, sitting, standing, walking, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.

Working environment: Normal office working conditions.

Licensing/Certification:

IATA training is preferred.

Special Requirements

• A clear MIE background check is required before the start of employment.
• Candidate selected must be legally eligible to work in South Africa.

Licensing/Certification

None

Competencies

Communication

Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.

Relationships

Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.

Job Knowledge

Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.

Teamwork

Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.

Operational Leadership

Successfully lead a group to achieve operational goals. Examples of skills and behaviors include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work.

Building and Leading Effective Teams

Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviors include managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.

Strategic Leadership

Accurately anticipate future consequences and trends and translate them into the fulfillment of workable strategies and plans. Examples of skills and behaviors include problem solving; dealing with ambiguity, creativity; innovation management and business acumen.