Logistics Assistant

GLOBAL OBJECTIVE OF THE POSITION: Under the line management of the Line Manager the position title is responsible for: Purchase Management Stock Management Fleet Management Premises Management Team management Reporting Specific duties on security management WORK RELATIONSHIPS: Line manager: Logistic Manager Line manager+1: Field Coordinator Supervise: drivers + cleaner In direct cooperation with: logistic and administrative department   RESPONSIBILITIES & OBJECTIVES Objective 1:  Purchase management Activities/Main duties: -          Process Quotation Requests & purchases according to Purchase Orders after the approval of your LM. -          Negotiate the price, delivery time and other purchasing terms with the suppliers. -          While purchasing goods and services and at the reception of these purchased items, ensure that requester's    requirements are met in terms of Quantity & Quality and that the proper documentation is gathered. -          Ensure that the format and information on purchase documents comply with HI procedures. -          Provide the required documentation to the logistics and administration departments after completion of purchases. -          Ensure a good communication with the requesters at all levels of the purchase process. -          If storage of the purchased item is not required, provide the requester with the given items ensuring that reception is properly done and documented. -          Clear the advance taken from the administration every week based on the purchase documents -          Identify new potential suppliers to develop our supplier list and create new sourcing opportunities. Objective 2:  Stock management Activities/Main duties: -          Ensure the reception of the local freight (from suppliers or other bases), control the quantity and the quality of the received items, validate the reception and store the received items. -          Ensure storage conditions of the items into the stock are following storage standards (on pallets/shelves, sorting by items…). -          Receive the Stock Request forms from programs, prepare the delivery and provide the requested items to requesters. -          Receive the Stock Return forms from programs and return the items in stock. -          Daily update the stock cards accurately. -          Ensure a proper documentation and sorting of this documentation for each stock movements (IN / OUT / LOSS) thanks to Stock Requests, Stock Returns, Reception Forms, Delivery Notes, Waybills, Stock Cards, Stock Reports and Bin Cards. -          Update the Stock Report weekly and send it to your LM. -          Perform a stock inventory, at least once monthly, at the end of the month.   Objective 3:  Fleet Management Activities/Main duties: -          Ensure that drivers comply with HI rules and procedures. -          Organize & communicate the Weekly Movement Plan based on the movements validated by the Field Security Officer. -          Collect and report the required information related to the movement tracking. -          Ensure that each HI vehicle is equipped with the necessary items and documents. -          Check that vehicle log books are in place and are properly used. -          Ensure that daily & weekly checks are properly done. -          Report the needs of maintenance service to your LM in order to plan for it. -          Communicate the security information to the drivers upon request from your LM. -          Brief every new driver on his/her duties and security rules. -          Organize monthly meetings with the drivers to share information and to perform briefings according to needs. Objective 4:  Premises Management Activities/Main duties: -          Ensure the supply of gas and drinkable water in the HI office and accommodations. -          Perform the minor maintenance of the premises. -          Participate and supervise major maintenance operations done in the premises.   Objective 5:  Team management Activities/Main duties: -          Organize the work of your team on a weekly basis. -          Ensure the respect of HR rules and the Internal Regulations. -          Perform the daily attendance follow-up of your subordinates. -          Ensure a proper leave planning for your subordinates and arrange the replacement if necessary. -          Initiate disciplinary measures if necessary, in collaboration with your LM. -          Participate in the recruitment process for the positions under your supervision. -          Perform the appraisal of your subordinates -          Suggest any required training for your subordinates based on the needs. -          Ensure conflict resolution within your team and inform your LM. -          Propose to your LM relevant adaptation of the organisational chart and job descriptions.   Objective 6:  Reporting Activities/Main duties: -          Report the Stock Report (including the monthly inventory) on the last working day of the month to your LM. -          Provide your LM with the log book information (km, fuel consumption, credits balance on total cards) for each vehicle on the last working of the month. -          Report immediately to the Field Security Officer and to your LM any security incident occurring inside or outside our working area. -          Inform your LM about any other information that may affect the security of HI activities and organization. -          Report any problem with the suppliers to your LM.   Objective 7:  Specific duties on security management Activities/Main duties: -          Perform a daily security surveillance of the intervention area and report to Field Security Officer the collected information. -          Build up a network of sources to collect and/or check security information for the intervention area. -          Be the focal point of contact in case of security information to disseminate and/or to cross-check.   QUALIFICATION/ REQUIREMENTS: -          University Degree or equivalent work experience in logistics. -          Substantial knowledge of standard logistics procedures and practices required. -          Some knowledge of technical fields such as mechanics / IT / Communications or other is expected. -          Good communication and demonstrated management skills. -          Strong planification and organizational skills is highly recommended -          Ability to multitask and deal with stressful work situations. -          Good interpersonal skills; Ability to lead teamwork sessions.   Background: -          Minimum of two years work experience. -          Relevant experience in procurement and supply as well as stock management. -          Previous experience with an NGO is an asset.   Languages: -          Fluent in English mandatory (oral and written), French would be an asset; -          Fluent in Arabic mandatory