Assistant Logistics Officer

All tasks and decisions will be made in collaboration/cooperation with the Logistics Coordinator. I. Main activities/responsibilities Contacts with other Organisations and partners Get to know the on-site Logistic Assistants from other Organisations and partners, with the aim of exchanging logistics information about: Price lists Suppliers Transporters Etc....  A) Supply : Check the market and establish regular prices for the various materials and consumables used in the mission. Send a price, material and supplier list once per month to the Logistics Coordinator, so that purchases can be made at the best price, which also fulfil the necessary quality requirements. For all purchases, fill the requisition sheet, which must be validated by the Logistics Coordinator and the Administrator. Maintain contact with local suppliers. Find out about new materials, products that are coming onto the market and inform the Logistics Coordinator to evaluate possible needs. The first three tasks can be delegated if a purchasing specialist is employed. In this case, the Logistics Coordinator Assistant's job will be to supervise these tasks. Make a logistics material request for the base with the Logistics Coordinator once a month at most. During the initial stages, and the first month, the frequency may be higher. Ensure that the requisitions/requests from the field are followed-up and send the follow-up requisitions by mail at least once per week. Ensure that the requisitions/requests of the Coordination are followed-up Ensure the follow-up of International requests, in collaboration with the Logistics Coordinator. The requisitions will always be done in written format, using the forms for this purpose. All requests must have a sequence number (follow the rules given by HI) Manage the logistics stock of the Coordination: Monthly physical inventories, to be sent to the Logistics Coordinator Note down the Ins and Outs on the stock cards Use the stock slips for taking items out of stock Respect the First IN/First OUT (FIFO) principle for perishable goods, taking into account the perish date too. Respect the minimum stock levels agreed with the Logistics Coordinator, and inform this person before reaching those minimums, to avoid the stock runs out b) Transport: - Plan the movements of HI vehicles in accordance with the needs of the programme. - Follow the document "Procedures for using HI vehicles", regarding movements. - Ensure that the drivers follow the rules in the "Procedures for using HI vehicles" document. - Have a list of transporters, with the kind of lorry and price noted. - Contact the other Organisations to see the availability of lorries, or space in their lorry. - Contact private transporters, to hire a lorry, or space in a lorry. In this case, use the HI hiring contract. Hiring lorries must be authorised by the Logistics Coordinator and the Administration. Hiring lorries from private company, will always be accompanied by a contract, following HI recommendations. For any dispatch, fill the transport documents (waybill and packing list). Ensure that the transport documents come back and are signed by the recipient. Ensure that the goods are well packed to avoid falls. This will also ensure the safety of the passengers.  c) Equipment management Ensure that the staff that depend on you follow the rules for the maintenance and proper performance of the equipment that is necessary for the programme (generators, computers...), always following HI's user rules. Ensure the proper use and maintenance of equipment that you are entrusted with in accordance with HI norms. If the equipment does not work properly, or breaks down, you must inform the Logistics Coordinator as quickly as possible. Keep on top of the inventory of HI equipment, indicating possible movements. Send the equipment inventory update to the Logistics Coordinator every month, who will send it to Lyon. Request a monthly equipment inventory from the different bases. Fill and sign the "equipment transfer" sheet for all equipment movements. If any equipment is sent back (to Lyon) for repair, write down on the transfer form what the problem is.e) d) Human Resource Management under your responsibility Ensure that the staff who depend on you do the tasks that are in their job profile. If there are any problems, immediately inform the Logistics Coordinator. The holiday plans of the people who depend on you should be sent to the Logistics Coordinator. Organise possible replacements or redistribute tasks. Manage daily workers so that the logistics work is completed. Have a price/hour or day/person list, according to the category of worker (mason, carpenter, stone worker etc...). Ensure that you have enough resources to pay for the workers with the Logistics Coordinator, to avoid payment delays (which could bring about violence) Meet with your team to plan the week's work, possible delays for the previous week and the solution of problems at least once per week. Specify the priorities. Brief the Logistics Coordinator to this effect. Ensure that the staff who are answerable to you follow HI’s procedure (security, logistics, vehicles etc...). e) Various Maintain the general condition of the office and the lodgings of the HI team. Monitor construction (quality of work, correct price etc...) if any For large construction projects, obtain at least 3 quotes. The Logistics Coordinator must approve the construction. Create a contract which stipulates: the name of the contractor, the number of workers, quantity of material to use, price per unit of the material and total price, total duration of the work, a delay clause, a "warranty" clause... The contract must be signed by the Logistics Coordinator. Give the Logistics Coordinator, once per week, an activities programme with clear aims for the following week (including planned movements, needs of logistics materials, logistics work to be carried out etc...), as well as an inventory of the activities that should have been carried out in the previous week. Prepare a monthly report on the main activities that have been carried out and those, which have still to be implemented. Replace the other members of staff quickly, when they are on holiday or are sick, etc. Brief the Logistics Coordinator every morning about possible security information, or other relevant information relating to logistics. The Assistant logistics might have to make working visits to the different bases. ToR will be then done with the Logistics Coordinator. Respect Handicap international’s procedures and administrative rules (archiving of logistics documents, management of money...) Always respect the safety regulations in place at Handicap international. A report detailing expenses must be prepared at least once a week (Saturday morning) All expenses must be justified, and have at least: the date, the reason(s), the unit price, the total price, the recipient of the expense (base, water/sanitation etc...), name and signature of the person who will receive the money. To pay workers: work carried out, name of every person, amount for each person and signature of the person who will receive the money. You may be asked to do other tasks by the Logistics Coordinator, in accordance with your abilities. II. Required skills Essential: The ability to integrate completely in the heart of a multi-disciplinary team. Organisational skills (planning, priority management, team management...)  Be rigorous, independent, honest, logical and have initiative  Ability to work under pressure, in unstable contexts Know about computer’s skills. Knowledge of mechanics, construction, procurement, and electricity would be a plus. Be a good and polite negotiator English, speaking and writing Desirable Arabic, speaking and writing A valid driving permit