Job: Logistics Assistant

Location: Suva 
Deadline: Wednesday, 25 September 2013 

Description

Job Purpose:

To coordinate and implement specialized administrative requirements, in order to achieve specific functional results.

Expected Outcomes

General Administration

Actively contributes to the day-to-day management of the office premises, facilities and equipment, including ensuring the provision of all logistical requirements; ensuring economic and efficient use of office supplies and equipment; administering and monitoring operations and maintenance support service contracts; and coordinating necessary external and internal building facilities maintenance as required (including electrical, mechanical, air-conditioning, communications and security equipment).

Assists in negotiating, preparing, safekeeping, and amending contracts for the Resident Mission's (RM) operational and administrative activities, including service contracts, supply contracts and insurance.

Assists in the procurement of equipment, appliances and vehicles locally or through import, and supervising repair/maintenance work.

Ensures the efficient and economical utilization of RM vehicles, including monitoring vehicle assignments/dispatch, fuel consumption, maintenance and insurance coverage.

Provides support to RM international staff and their dependents in relocation and makes necessary arrangements for their settling in and repatriation, including assistance with securing housing, leases, utilities, household appliances, customs clearance, personal effects shipment packing/unpacking, insurance, personal vehicle, obtaining driver's licenses, tax identification numbers, telephones, internet services, etc.

Initiates review of existing standards/formats/procedures relating to operations of assigned work area and recommends possible changes and enhancements to supervisor.

Prepares administrative correspondences for RM staff and to other organizations.

Inventory Management

Carries out annual physical inventory of all Bank properties and ensures their efficient use and security; sends quarterly and annual reports to HQ through the Senior Finance and Administrative Officer; arranges comprehensive insurance coverage; and assists in the disposal exercise of over-age and unserviceable properties.

Personnel Administration

Organizes and undertakes administrative staff personnel management tasks such as recruitment, allocation of work, overtime, attendance and leave, counseling, on-the-job training, performance coaching, etc, to maximize staff efficiency and productivity.

Maintains and updates relevant databases and records for administrative functions of the office.

Educational Requirements:

Bachelor's degree in business administration.

Relevant Experience And Other Requirements:

Work experience

• At least 5 years relevant experience in administrative and personnel management, preferably in an international organization.

Technical Skills

• Comprehensive knowledge in commercial matters.
• Effective written and communication skills in English.
• Excellent interpersonal and communication skills, ability to work in a multicultural environment.
• Proficiency in the use of technology packages (common word-processing, spreadsheets, and graphics, PowerPoint and web-browsing and search engines).

People and leadership skills

• Familiarity with local languages and institutions.
• Ability to work effectively and collaboratively in a team-oriented environment.
• Ability to take initiative and work proactively.
• Flexibility/willingness to perform a variety of tasks and expand the scope of work and responsibilities as needed.

Core Competencies:

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting Relationships / Other Information:

• Supervisor: Designated International Staff and senior National Staff

Important Instructions

This vacancy is a local staff position with local remuneration package. It is open only to nationals and residents of Fiji.

More Info and Application