Logistics Assistant Spare Parts Data Clerk

Overview of position

CTG is looking for candidates whose experience match this TOR.

Role objectives

• Perform and assist in any administrative tasks related to Fleet Transport and Workshop activities.
• Prepare, compile and sort documents for data entry, check source documents for accuracy and verify data and correct data where necessary.
• Obtain further information for incomplete documents and update data and delete unnecessary files.
• Combine and rearrange data from source documents where required and enter data from source documents into prescribed computer database, files and forms.
• Respond to requests for information and access relevant files and print information when required complying with data integrity and security policies.
• Thoroughly check the information registered onto the documents for clarity and correctness in accordance to established procedures, before data entry is performed.
• Enter data into FMS (Fleet Management System) or any other software package established.
• Perform daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data are maintained.
• Organize systematic reconciliation of records to compare theoretical figures against actual physical records on a weekly, monthly, quarterly and annual basis.
• Prepare and check reports and ensure that reports are produced on a timely basis.
• Maintain proper filing systems and archiving of documents so that they may be retrieved promptly and efficiently when required.
• Liaise with ICT and ensure that regular anti-virus updates are applied to all the computers.
• Perform basic administrative functions on FMS such as regular re-indexing and take screen shots of errors that occur in the database and send these to our clients OFFICE FMS section for assistance.
• Analyze data that is produced from the fleet system and to report any discrepancies or irregularities to immediate supervisor.
• Share experience gained with other employees and strives towards creating good team building and harmonious atmosphere.
• Perform the duties of all subordinate personnel or one level/grade up, in the event of any other personnel being absent from his or her duty.
• Travel occasionally within the country as required by the Organization.
• Perform any other duties as requested by immediate Supervisor.
• Ensure that all goods received are carefully counted and registered; any differences in quantity either positive or negative are recorded on the GRN (Goods Receipt Note) or POD (Proof of Delivery) and sent back to the originator.
• Responsible for quality control for all goods received, any goods received that are either damaged or incorrect should be registered and reported to immediate supervisor.
• Ensure that all spare parts and materials requested are duly authorized and accountable to make certain that these are issued for the correct makes and models in accordance to the established section criteria for each vehicle/machinery manufacturer.
• Ensure that spare parts and materials returned into stock are properly recorded in Fleet System.
• Prepare all requests for spare parts and materials for transfer to other depots and ensure that these are properly packed and sealed.
• Supervise and oversee the actual physical loading of spare parts and materials to other locations and ensure that they are loaded in a proper way to avoid damage during transit.
• Continuously obtain and maintain the latest up-to-date spare parts catalogues, prices lists, cross-reference and superseded numbers for all operational assets.
• Implement proper stock management and ensure that all minimum and maximum stock levels are maintained prevent out of stock situations occurring.
• Organize and implement regular internal stock-taking and ensure that all stock records are accurate in accordance to auditing practices.
• Ensure that all spare parts and materials are stored in a safe, clean and secure environment using the most efficient layout with maximum space utilization.
• Prepare orders for both local and international procurement and track the complete procurement process including, freight, customs clearance and in-country processes until goods are finally received.
• Submit Daily Consumption and Receiving reports (keeping an updated list of the spare parts stock), Weekly Stock reports or Ad-hoc reports to our clients OFFICE Fleet section.
• Keeping the spare parts store organized, labelled according to Stocks Barcoding Policy.
• Communicates expectations and objectives, provides ongoing feedback and addresses shortcomings.
• Considers the workload, commitments and priorities of individuals when setting expectations and assigning work.
• Monitors and ensures the efficient and appropriate use of resources.
• Ensure that all normative guidelines, systems, and procedures established for stock management are strictly adhered to.
• Ensure that all data is updated in FMS pertaining to the Stock Control and Tyres modules.
• Share experiences gained with other employees and strive towards creating good team building and harmonious atmosphere.
• Travel occasionally, as required by the Organization.
• Perform any other duties as requested by immediate Supervisor.

Project reporting

This role reports to the line manager.

Key competencies

Experience:

• Relevant to this role.

Education:

• Relevant to this role.

Team management

This role has no team management responsibility.

Further information

Qualified female candidates are encouraged to apply for this role.