Concern Worldwide is a non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries

Founded in 1968, Concern works in 25 countries in Africa, Asia and the Caribbean with its headquarters in Ireland. Concern started working in Malawi in 2002. Our Country Strategic Plan 2023 – 2027 focuses on climate and environment, social protection, gender and social inclusion, sustainable food systems for food security and partnerships. For sustainability and lasting change, our advocacy and influence, people centred and evidence based approaches focus on system strengthening and resilience building as we seek to address the root causes of poverty.

Concern invites applications from interested candidates qualified for the following position;

Job Summary

The Logistics Assistant will provide day to day logistics support in stores management, asset and inventory management, documentation and archiving management and security coordination in compliance with Concern’s Policies and Procedures

Duties and Responsibilities

Stores Management

• Review goods delivery documents and inspect the goods prior to receipt and ensure correct specification and quantity of items are received
• Receiving all goods to the stores, verifying that it matches with what was ordered and issuing Goods Received Notes (GRNs) as specified in the purchase order or contract
• Dispatching goods from stores that have been authorised on Release Requests (RR) by the relevant Managers or staff delegated to do so and issuing Goods Delivery Note (GDN).
• Recording all items in the appropriate stores forms e.g. Bin Cards, Stock Cards, Stock Adjustment Forms etc. and maintaining an up to date balance
• Providing input to Head Office supplies quarterly ordering
• Advising Administration when additional Head Office stationary supplies are needed to ensure that stock levels of essential items are maintained for Head Office.
• Conducting monthly stock counts with Finance and preparing monthly stock reconciliation reports and submitting to line manager for review and approval
• Tracking and advising the line manager on obsolete, damaged, expired, redundant & slow moving stock
• Organising dispatch, loading and offloading stock in liaison with the Transport Officer and others
• Ensure access control to the stores to ensure there is no unauthorised and unaccompanied store entry
• Ensure proper management of store keys during work hours
• Ensures that the stock is stored/stacked well, according to agreed guidelines, and kept clean, dry, secure and tidy at all times and allows easy counting
• Ensuring proper and safe handling of stock/supplies/store items
• Make quarterly visits to field offices & ensure stores are well maintained & all documentation is in order
• Provide on the job training and support to Field Administration staff on stores management. 

Asset and Inventory Management

• Maintain an updated Fixed Assets Register & Inventory Register for all Concern Malawi’s assets and inventory in coordination with Administration
• Ensure that all individual items are provided with a correct code in line with Concern policy and procedures and appropriately marked with the designated code
• Assist in the disposal of assets and inventory upon obtaining approvals from relevant authorities and maintaining records such disposals
• Ensure all assets and inventory are properly tagged, tracked and accounted for
• In coordination with Finance, bi-annually conduct verifications of all assets and inventory and submit updated FAR and Inventory Lists and verification report to the Line Manager
• Reporting and facilitating any repair and maintenance requirements of all assets and inventory together with the Administration Team

Distribution Support

• Assist in ensuring that logistics requirements are met for distribution of supplies e.g. ensuring appropriate distribution forms are used, proper documents completed e.g. Goods Delivery Note, Release Request etc.
• Follow up on distribution lists and distribution reconciliation reports from requestors, and their respective managers if necessary, and to file them accordingly
• Report to Line Manager any discrepancies between supplies released from stores and distribution lists and distribution reconciliation reports availed
• Job Responsibility #4 Reporting (10 % of time)
• Conducting stock checks, stock counts and stock reconciliations and reporting to the Line Manager
• Report, record and account for any shortages or discrepancies in the stock records – any discrepancies should be recorded and approved on a Stock Adjustment Sheet and Stock Cards should then be updated using this number.
• Assist with the review of reconciliations e.g. of fuel records/statements
• Reporting all accidents and incidents related to all stores at the Head Office

Documentation and Archiving

• Managing the Head Office archive for Finance and non-Finance records
• Ensuring that all items submitted for archiving are well stored, easily retrieved and disposed of when due, in accordance with the agreed procedure
• Ensuring that only relevant items are archived, based on approved documents for archive listing
• Maintaining files of all relevant paperwork and documentation

Security Coordination

• Convening Security Focal Group meetings in Head Office and ensuring minutes are taken and shared with the Line Manager.
• Ensuring that the Security Communication Tree is updated promptly and that staff are updated on the Security WhatsApp Group(s).
• Providing security briefing for visitors and new staff of Concern.
• Assisting with the updating of the Security Management Plan (SMP).

Qualifications

• A Certificate/Diploma in Logistics, Purchasing and Supplies Chain, Operations, Management, Administration or relevant field
• At least one (1) year experience in a similar role. Concern/INGO experience is preferred
• Knowledge and experience in logistics and/or supply chain systems and procedures
• A high level of integrity, transparency and confidentiality
• A team player with an ability to work independently
• Ability to multi-task and meet strict deadlines and to work with minimum supervision

How to Apply

Interested candidates, who meet the above qualifications, should send their CV (3 pages maximum including contacts of 3 referees) and Cover Letter to malawi.hr@concern.net with the subject of the email as “Logistics Assistant’’. The deadline for applications is Sunday, 4^th August 2024. Only short-listed candidates will be contacted for interview.

Concern Worldwide is an Equal Opportunities Employer