Stock and Logistics Management IT Assistant, TCGS3 at the African Development Bank Group (AfDB) Full Time NEW

Job Title: Stock and Logistics Management IT Assistant, TCGS3

Position Number: 50000353
Location: Abidjan, Cote d’Ivoire
Job type: Full-time
Position Grade: GS8

The Complex

• The Vice-Presidency, Technology and Corporate Services (TCVP) is responsible for the design, development and delivery of efficient, client-oriented, corporate services and information-technology solutions to ensure overall institutional effectiveness in all aspects of the Bank’s corporate services.
• The Complex provides leadership in the formulation and implementation of the Bank’s strategies, policies, controls and approaches on organizational information technology systems, software applications, cyber security, IT support and infrastructure systems.
• The Complex is also responsible for management of the Bank’s real estate assets, institutional procurement, language services and business continuity.

The Hiring Department / Division

• The primary roles of the of the Real Estate Management, Procurement and General Services Department are to manage the Bank’s assets, oversee corporate procurement of goods, works, services, and real estate, manage institutional services (corporate travel, logistics, catering services, and mail services, fleet).
• To this end the Real Estate Management, Procurement and General Services Department: formulates and applies procurement policies and rules, guidelines for management of facilities and real estate services, elaborates and ensures the proper and effective application of administration policies within the Bank in such areas as communications, transport, travels, security, protection and safety of the Bank’s staff and property; and performs related duties.
• The Department is also responsible for managing the Bank’s fixed assets. The Real Estate Management, Procurement and General Services Department comprises three divisions: (i) the Operations and Maintenance Division; (ii) the Corporate Procurement Division; and (iii) the Support Services Division.
• The Corporate Travel and Support Services Division is responsible for managing travel, hotels, catering, logistics and stock management services.
• The Division is responsible for preparing policies and operating guidelines for managing the Bank’s travel stock and logistics functions. It carries out purchasing of various stock items and is responsible for receipt of both stock and fixed assets.
• The Division also serves as the official contact between the Bank and suppliers. It is responsible for:
  • Applying the Bank’s travel and logistics policies, monitoring the rules and regulations that govern travel, logistics and stock management;
  • Managing supplier relationships by negotiating contract pricing with airlines, hotels, transporters, shippers, handling agents, and service providers ;
  • Promoting a sustainable and cost-conscious philosophy to all stakeholders to create awareness of the Bank’s commitment to the reduction of its ecological footprint;
  • Developing and implementing the Bank’s inventory management procedures with the aim of controlling costs, reducing expenditure, rationalizing inventory;
  • Improving order, creating efficiencies, managing systems and control environment linked to both air and land transportation; and
  • Managing the catering services including the Bank’s restaurant. In addition, TCGS3 serves as the Secretariat for the Disposal Committee.

The Position

• Reporting on a functional level to the Logistics and Stock Management Officer and ultimately to the Division Manager, within TCGS3, the Stock and Logistics Management IT Assistant will be responsible for supporting automation of Stock and Logistics Management processes for the Bank; expediting delivery of business assets to the Headquarters, Regional and Country Offices; reporting on performance of the logistics and stock management function and; development of new applications to improve logistics management.
• The Position holder is required to be an active listener with the ability to propose practical solutions that resolve logistics challenges.
• He/she must have strong analytical skills with the ability to collect, organize, analyse, and disseminate significant amounts of information with attention to detail and accuracy.

Key Functions
Under the supervision of Division Manager, the incumbent will:

• Support the team to develop stock control workflows and business process improvements for logistics management. Issue reports from the stock control computerized system as requested by management.
• Support development of applications that: facilitate integration of data from complementary finance/land transportation/shipping/clearance/logistics and stock management platforms.
• Assist in the management of imports and exports as well as their warehousing, in line with the Bank’s policies. Coordinate shipments of Bank’s items to/from Headquarters to Country Offices.
• Ensure the accurate tracking and reporting of all assets submitted to TCGS.3 for export from the time they are handed over to TCGS.3 until their receipt by Regional/Country Offices. Monitor shipping and handling workflow and flag delays/challenges.
• Prepare weekly, monthly, and quarterly stock reports as well as daily stock positions (upon request) to provide Management with visibility into logistics and stock management activities.
• Support the development and maintenance of databases and performance dashboards.
• Complete accounting, reporting and ensuring that internal control systems are functioning and that all relevant records are properly maintained.
• Ensure that standard systems are properly maintained at warehouses, including package tracking systems to ensure real-time tracking against AWBs/Tracking codes.
• Assess the availability of space, prepare stacking/storage plans prior to programming and contingency plans to ensure the Bank’s assets and goods-in transit are properly stored and safeguarded.
• Work with the Bank’s insurance team to undertake additional insurance for sensitive/high-value assets that are not fully insured by the shipper.
• Assist Bank teams with timely customs clearance and the receipt of all arriving consignments.
• Monitor the quantity and quality of items stored.
• Carry out regular/random physical warehouse checks of stock items and inventory.
• Prepare loading plans and ensure that standard waybills are duly complete.
• Schedule and attend meetings with user departments to discuss procedural issues and take minutes at meetings with internal and external stakeholders.
• Coordinate activities related to shipment of personal effects to/from the Headquarters or Country offices to various destinations.
• Coordinate with shippers, transporters, clearing agents, port and airport freight authorities to ensure smooth delivery of Bank’s consignments.
• Support the Logistics Officer to monitor contract implementation and spend patterns related to logistics.
• Conduct market research to stay updated with industry trends. Identify opportunities for leveraging SMART technology and Artificial Intelligence (AI) to optimize the Bank’s logistics and stock management functions – including the use of real-time costing applications to determine shipping and handling costs.
• Support development of system controls to ensure compliance with logistics and stock management policies and procedures.
• Monitor and report on Key Performance Indicators (KPIs) related to Logistics and Stock Management.
• Provide backup support to other Transport, Logistics and Stock Management Assistants.
• Perform other related duties as assigned by Management.

Competencies (Skills, Experience and Knowledge)

• Hold at least Bachelor’s Degree in: Business Administration, Supply Chain Management, Logistics, Engineering or in any other relevant discipline.
• Have a minimum of six (6) years’ experience in: transport and logistics management, courier services, shipping and handling, customs clearance, warehousing and stock management. Private sector experience will provide an added advantage.
• Demonstrate capacity to develop tracking systems and manage big data sets for logistics activities.
• Able to operate effectively in a matrix environment both as team leader and member.
• Communicate effectively, be a team player, be result-driven and customer service oriented.
• Demonstrate strong analytical skills, and ability to work cross-functionally and under pressure.
• Able to foster good relationships with internal and external stakeholders and find tangible solutions to constraints.
• Able to communicate and write effectively in French or English, with a good command of the other language.
• Proficient in the use of logistics and stock management software, proficiency in the use of standard MS Office software (Word, Excel, PowerPoint) and practical knowledge of SAP systems.

Application Closing Date
3rd December, 2024.