Logistics and Supply Chain Assistant — Canadian Red Cross

14/05/2014

  • Full Time
  • Anywhere

Company

Canadian Red Cross

Position

Logistics and Supply Chain Assistant

Location

Ottawa, ON

Description

The Canadian Red Cross Society, a non-profit, humanitarian organization dedicated to helping the most vulnerable in Canada and throughout the world, is currently seeking a Logistics and Supply Chain Assistant.

Supply Chain and Logistics department of International Operations of Canadian Red Cross is part of Business Support Unit (BSU) this department caters to the need of programs and projects of Canadian Red Cross internationally. The Logistics and Supply Chain Assistant (LSCA) is responsible for providing administrative support to the supply chain / Logistics team and its many projects under the direction of the Senior Manager Logistics, International Operations. Duties in this role will include general day-to-day administration, financial support, preparation and payment of invoices, preparation of purchase orders and other logistics related documents.

The LSCA assists the Logistics team with the preparation and producing Key Performance Indicators (KPIs) for the department, clients’ needs assessments, project monitoring and communication. S/he supports in the activities of planning, coordinating, supporting, effective and efficient implementation of Supply Chain and Logistics for emergency responses, development projects and Ottawa based customers support requirements.

Key Responsibilities

Support the day-to-day administrative operation of the Supply Chain and Logistics team:

  •  Manages/monitors approval procedures including: tracking documents for approvals, obtaining signatures on Purchase Orders and contracts and other relevant documents.
  • Maintains an effective filing system: Central Files, paper files, electronic files as required.
  • Orders management and processes orders from various internal and external clients.
  • Prepares requests for quotations, Comparative Bid Analyses and makes recommendations for supplier selection, maintains systematic records/ audit trail.
  • Provides briefing and training to various departments and staff on supply chain and logistics processes.
  • Assists and helps the Logistics team to execute the purchase of appropriate goods and services.
  • Prepares and processes Requisition Orders, Purchase Orders and contracts.
  • Receives and prepares invoices from suppliers and ensures they are paid in timely fashion based on established criteria.
  • Maintains all procurement related registers and files up-to-date.
  • Liaises and co-ordinates with the relevant delegations/departments/functions regarding delivery of supplies and keeps all parties informed of any changes in a timely manner.
  • Maintains an accurate and up-to-date supplier information database for regularly purchased items, and stays up-to-date of local market conditions & trends.
  • Supports and assists the logistics team in research and development of new products needed by various CRC projects and programs.
  • Establishes and maintains a good professional working relationship with suppliers, and service providers.
  • Collects and produces quarterly Key Performance Indicators (KPIs) for the Logistics department.
  • Attends meetings, takes minutes, and prepares action sheets to track items delegated.

Support and administer supply chain, transportation and shipping activities:

  • Implements/ maintains CRC transport, shipping, import and export procedures.
  • Supports domestic and international cargo shipments for routine and emergency operations by , road, rail, sea and air including chartered flights.
  • Maintains and updates shipment files and register.
  • Administers freight insurances.
  • Administers cargo loss claims.
  • Liaises with move/ transport stakeholders along the supply chain movement; produce regular, timely and accurate narrative and financial reports for CRC.
  • Ensures that goods are shipped to and from Canada through quickest routes and cost effectively.
  • Maintains and develops sound processes for transportation of goods.
  • Follows all CRC’s policies and procedures required to maintain a healthy and safe working environment.

Qualifications

Education and experience:

  • Undergraduate degree in business, supply chain or transportation.
  • Minimum 2 years related work experience, preferably in supply chain or general logistics including transportation and procurement.

Abilities and skills:

  • Strong organizational skills, with proven strengths in administration.
  • Strong interpersonal skills, written and verbal communications skills in English are essential.
  • Proficiency in MS office suite with advanced level of MS Excel.
  • Ability to work in a fast-paced environment with minimal supervision.
  • Self-starter and able to work in an environment with ambiguity and tight timelines.
  • Proven analytical and problem-solving skills.
  • Solution-oriented.
  • Demonstrated competency in management of resources.
  • Ability to work to tight deadlines and handle multiple tasks.
  • Ability to work in warehouse including manual labor such as packing material, lifting boxes etc. on need basis.
  • Ability to work in a cross-cultural and cross-functional environment.
  • Ability to travel within and outside of Canada in short notice and work after office hours or during weekends during emergency operations.

Assets:

  • Experience in humanitarian sector would be a definite asset.
  • Communication skills in French would be a definite asset.

Key Competencies:

  • Good knowledge of supply chain management and transportation.
  • Team player & solution-oriented.
  • Business Acumen.
  • Customers oriented, understanding internal customers needs and respond to them effectively
  • Understanding of financial processes and budgeting.
  • The nature of the job requires frequent consultation with the immediate supervisor.

Working Conditions

Duties are principally conducted at the National Office of the Canadian Red Cross in Ottawa.  Periodic travel to country operations or disaster-affected regions and visits to the warehouse in Mississauga will be required. While the majority of the work is performed in an environment which is mostly clean and comfortable, field missions can involve working in environments that are unstable and with unpredictable access to basic services.

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