Fleet and Inventory Management Officer

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)

Job Description

Title: Fleet & Inventory Management Officer

Location: Douala

Reports To: Associate Director of Operations

Direct Reports: Senior Drivers

Classification:  open-ended

« Sometimes in life there is that moment when it’s possible to make a change for the better. This is one of those moments. »
-Elizabeth Glaser

The Elizabeth Glaser Pediatric AIDS Foundation is a global leader in the fight against pediatric HIV and AIDS, working in 19 countries and at over 5,500 sites around the world to prevent the transmission of HIV to children, and to help those already infected. Today, because of the highly successful work of the Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a growing global staff of over 1,000—nine of 10 who work in the field—the Foundation’s global mission is to implement HIV prevention, care, and treatment programs; further advance innovative research; and to execute strategic and targeted global advocacy activities to bring dramatic change to the lives of millions of women, children, and families worldwide.  For more information, please, visit our page: www.pedaids.org.

EGPAF works in partnership with the Ministry of Health NACC and the Regional and District Health Teams to support HIV Prevention, Care and Treatment and health systems strengthening services. EGPAF is mainly funded by PEPFAR through the Centers for Disease Control and Prevention (CDC) and the United States Agency for International Development (USAID).

Job Summary

This position is based in the procurement and Logistics department. This position primarily involves the management and maintenance of property and associated records, overseeing receipt, storage and distribution of project consumables. Additional duties include managing the fleet and transport operations.

Job Responsibilities

Inventory

• Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are properly maintained.
• Define and propose procedures for receiving, controlling, distribution and certifying the quantity and quality of items ordered and ensuring their safe transfer to the foundation regional offices and program supported facilities
• Oversee inventory management, data and tracking systems in accordance with foundation tools and standard procedures.
• Provide input to the overall procurement of  project supplies goods;
• Organize the conducting of the physical inventory of goods and items in stock in the different stores and supervise the reconciliation with stock in record.
• Prepare for receipt of international shipments and liaise with departments and project on tax exemptions/payment, port clearances and timely delivery of supplies.
• Conduct special management reviews and/or follow-up on audit observations to assist in the improvement of inventory operations.
• Analyse and mitigate all risks associated with inventory held in stores.

Transport and Vehicle Management

• Ensure that office vehicles are checked daily and road worthy through use of daily log registers.
• Ensure compliance of vehicles traffic laws act requirement through necessary documentation such as Insurance etc.
• Oversee efficient coordination and planning on ground and air transport.
• Maintain data and update records of all vehicles in relation to fuel, repair and maintenance and other running costs.
• Ensure that the vehicles and drivers comply with all the conditions of the fleet management policy in relation to the operations.
• Monitor operation performance of drivers and vehicles through the fleet management system.
• Provide advice and support on vehicle repair and management in liason with transport officer.
• Ensure that regular service schedule and maintenance is carried out.

Property (Assets) Management.

• Manage Foundation Assets and update Assets register regular basis in Navision systems.
• Prepare documentation for asset allocation, transfer and disposal.
• Ensure all assets are tagged properly as per donor requirements.
• Prepare Assets register and submit to management as required.
• Oversee the return of all assets allocated to staff on exit or exchange due to breakdown.
• Ensure all assets are insured and follow up on all claims relating to foundation property.

Staff management.

• Plan, organize and lead work of teams and individual staff members by establishing clear individual role objectives, monitoring support process, and provide feedback to improve performance.

Required Qualifications

• Degree in Supply Chain Management, Management, Accounting or related disciplined with experience in transport, warehouse/asset management.
• At least 5 years of relevant and progressive experience in logistics and supply chain management, and practical knowledge of contract monitoring and assets management.
• Knowledge of logistics and supply chain techniques and practices; knowledge of inventory, accounting and fleet systems.
• Dynamic, efficient communicator, effective team-work player, result-driven, customer service oriented, analytical skills, and ability to work cross-functionally and under pressure.
• Competence in the use of standard software (Word, Excel, Access, MS Projects and PowerPoint); knowledge of SAP desirable.
• Ability to communicate and write effectively.

KPIs

• Cost Reduction – On fleet hire & repairs, Savings on unnecessary purchases of supplies.
• Reliability – Quality, Quantity and timeliness in receipt & distribution.
• Responsiveness – Compliance to procedures.
• Asset Efficiency- Labeling, tagging, allocation, security and accountability.

Competencies

The Foundation expects all employees to possess the fundamental competencies of interpersonal skills, communication, accountability, continual learning, and driving results. The ideal candidate will either be proficient or advanced in the following set of competencies, specific to this position’s level of Manager:

• Developing Others – Developing others is a person’s ability to perform and contribute to the organization by providing ongoing feedback and by providing opportunities to learn through formal and informal methods.
• Managing Conflict – Managing conflict is a person’s ability to encourage creative tension and differences of opinions. He/she will anticipate and take steps to prevent counter-productive confrontations while resolving conflicts and disagreements in a constructive manner.
• Managing People – Managing people is a person’s ability to build and manage workforce based on organization goals, budget, considerations, and staff needs. He/she will ensure that employees are appropriately recruited, selected, appraised, and rewarded. He/she will also manage a multi-cultural workforce and a variety of workforce situations.

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, EGPAF complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

How to apply 

Qualified candidates should submit a CV and cover letter through the following link:

Applications will be considered on or before 23 May 2019

Please note that only short-listed applicants meeting the above requirements will be contacted.