The Logistics Assistant assists the Senior Logistics Manager in providing logistics support within the Organization to ensure an efficient use of resources. The Administrative Assistant is responsible for the day-today general administration of the logistics department. She/He will provide administrative assistance to the Organization in, Procurement, Fleet, and Warehouse. Provide other support when appropriate and upon request of Senior Logistics Manager and Program Support Director.

Primary Responsibilities and Duties:

• Assist the Senior Logistics Manager in different functions within this Department;
• Prepare paperwork for customs for shipments coming in and out and follow up with the different entities;
• Ensure follow-up with all governmental entities for franchise applications, tax exemption, temporary admittance etc...;
• Receiving tenders and perform a close monitoring;
• Write official letters for the administrative follow-ups and assign reference numbers;
• Write minutes after meetings as necessary;
• Work in coordination with the Finance Department for recovering checks, in order to ensure that bills payment is executed and checks are delivered to vendors in a timely manner;
• Guarantee timely timesheets collection, , distribution of pay slips from and to the staff;
• Prepares expense reports versus the budget allocated to the department;
• Collect the data on fleet operations to provide accurate reports on the Department activities;
• Respond to other logistics needs in an effective and timely manner;
• Ensure that all working materials are available;
• Prepare all requisitions related to the Logistics Department;
• Provide assistance to the three Coordinators in the Logistics Department;
• Plans and organizes the administrative aspects for logistics Department: meetings, seminars and workshops. (Organizes refreshments, attendance, etc.);
• Maintains the logistics filing system. (Hard copies and electronic);
• Prepare the documents for archive;
• Perform other administrative duties in a manner that supports the Logistics Department and improves JP/HRO efficiency and effectiveness;
• Contributes to team effort by accomplishing related results as needed.

1. Diploma in Secretariat or other related discipline
2. Degree in Administration is a plus
3. Minimum (3) years’ experience in a similar position
4. Strong inter-personal communication skills
5. Ability to carry out duties timely and efficiently
6. Fluent written and oral French, Creole and English
7. Excellent computer skills including the ability to operate spreadsheet and word processing programs
8. Self-guided, strong organizational, planning, and problems solving skills
9. Attention to detail and high level of accuracy
10. Ability to manage time, prioritize tasks and respond quickly to requests
11. Ability to work well under pressure
12. Experience in the NGO sector is preferable

To apply for this position please submit your application including motivation letter, resume and copy of diplomas to the Human Resources Department before April 22nd, 2015 at 17, Rue M. Latortue, Delmas 48 or hrstaffing@jphro.org

N.B. Please mention “Logistics Assistant” as subject of your email. Only applications with this mention will be considered and only selected candidates will be contacted for interview.