Operations & Logistics Coordinator

An exciting job opportunity has become available within our Operations and Logistics department at Sybrand Park, Cape Town.

The Amy Foundation is a non-profit organisation (NGO) that offers various programmes to develop and empower youth, ages 6-18 and 18-35, living in challenged and vulnerable communities within the Western Cape. Our centres strive to have a very positive impact on the youth as well as the communities and society in which they live.

We are recruiting for a full time, experienced, well-organized, attention to detail and adaptable individual for the role of Operations and Logistics Coordinator.

This individual will be responsible for ssupporting the Operations & Logistics Manager and be responsible for operational and logistical support as well as IT support related to learner and Youth development programs including personnel, logistics, transport and related activities relevant to these programs.

Specific duties and responsibilities include, but not limited to;

OPERATIONS AND ADMINISTRATION

• Coordinate the organisation's day-to-day operational and administrative activities.
• Maintain efficient office systems, procedures and records.
• Coordinate office facilities, maintenance, utilities, security and general services.
• Support the development and implementation of operational policies, procedures and controls.
• Maintain accurate operational documentation and filing systems.
• Coordinate meetings, events, workshops and other organisational activities as required.
• Provide administrative support to management and programme teams.
• Identify operational challenges and recommend practical improvements.
• Manage donations received in kind, including recording, sorting and distribution to relevant centres and stakeholders. e.g. Blue Ribbon, Coke, FoodForward, etc.
• Arrange monthly Food-Forward collections and control distribution to the centres
• Manage the procurement of office, programme and operational supplies, including obtaining quotations and placing orders with first preference given to obtaining items through donations or discounts.
• Manage stock levels of office and operational supplies and arrange replenishment when required.
• Coordinate repairs, maintenance and servicing of equipment and facilities.
• Maintain appreciate and accurate records, control sheets and operational documentation of organisational assets, equipment, supplies and inventory.
• Ensure assets and equipment are properly allocated, maintained and accounted for.
• Order cartridge replacements for printers when required.
• Purchase/shop for ASP, YSD and Office consumables, furniture, stationery, etc.
• Prepare cheque requisitions when purchases and payments are made.
• Maintain and update the daily credit card control sheet, recording all purchases made
• Arrange lunches and refreshments for in-house meetings, training, birthdays, farewells etc.
• Manage laundry allocations and related records.
• Ensure there are sufficient brochures and information leaflets at reception e.g. Vendor, cheque requisition etc. Forms are by the printer in the blue file.
• “Accommodation” Ensure all windows, doors and blinds are securely closed and locked, and that all lights and equipment are switched off at the end of each working day. Arm the alarm.
• Arm the alarm in the conference room at the end of each day.
• Provide reception relief when required, including during lunch times and in the absence of the receptionist, where a volunteer is not available.
• Arranging external printing of Registration Forms / Booklets etc. for both YSD and ASP.
• Manage the booking, issuing and return of costumes, equipment and marketing items.
• Maintain organised and tidy storerooms.
• Receive, record (including on CRM), sort and distribute donations received in kind to ASP, YSD and Office
• Manage in-house sales and assist with petty cash
• Track stock levels of office supplies and place orders when necessary
• Submit timely reports and prepare presentations as assigned.
• Coordinate catering and refreshments for meetings, training and events.
• Prepare reports and presentations as assigned.
• Assist colleagues whenever necessary.

ASSET, FLEET & RESOURCE MANAGEMENT

• Maintain accurate asset registers and ensure periodic verification of organisational assets.
• Coordinate the maintenance, repair and responsible use of vehicles and other operational equipment.
• Monitor fuel, servicing, insurance and other vehicle-related requirements where applicable.
• Ensure operational resources are used responsibly and cost-effectively.
• Report lost, damaged, obsolete or unserviceable assets in accordance with organisational procedures.

LOGISTICS

• Together with the Driver, plan daily transport routes and load scheduling in a cost-efficient and safe manner.
• Together with the Driver, manage transport schedules for facilitators, learners, volunteers and other pick-ups and drop-offs to learning centres, sports events, universities, etc., according to agreed arrangements.
• Oversee the daily completion and updating of vehicle log sheets for drivers and staff, and ensure that vehicles are not overloaded.
• Conduct, oversee and record vehicle maintenance checks. Together with the Driver, ensure vehicles are properly maintained and clean by checking tyres, lights, mirrors, brakes, bodywork, interior, fuel, etc. twice a week.
• Obtain quotes for any vehicle maintenance related issues
• Complete insurance claim forms if vehicles or drivers are involved in any motor vehicle accidents.
• Arrange bus bookings through the agreed partner for larger groups requiring transport.
• Monitor C-track software on a daily basis and report any discrepancies.
• Check that vehicles have fuel weekly and ensure tanks are filled before the monthly increase in fuel prices.
• Ensure roadworthy and license renewals of vehicles are completed before their expiration dates.
• Ability and willingness to act as a backup driver when required, ensuring operational continuity and timely service delivery.

IT & SYSTEMS SUPPORT

• Be IT-savvy and able to provide IT support to staff.
• Provide first-line IT support to staff, including computers, printers, connectivity, email and basic software issues.
• Coordinate the setup of computers, user accounts, equipment and access for new staff.
• Maintain an up-to-date inventory of IT equipment and software.

§ Liaise with external IT service providers on technical issues beyond the organisation's internal capacity.

§ Have the ability to grow into the role and become the primary IT Support person.

Pay: R10 000,00 - R12 000,00 per month

Work Location: In person