Logistics Coordinator

Responsibilities and tasks

1. Managing the supply-chain

a. Purchases

• He/She guarantees that procurement procedures are respected in the field and the capital from the direct purchase to the international call for tenders and supervises the procurement process for the entire mission.
• He/She works in close collaboration with the person requesting the purchase, with strong technical specificity
• He/She ensures that contracts signed are adequate in terms of effectiveness and protection of PU-AMI
• He/She centralizes and optimizes the grouping of purchases
• He/She supervises the identification and referencing of suppliers and has detailed invoices for recurrent purchases at his/her disposal.
• He/She consolidates/updates the mission’s price catalogue for the mission’s operation
• areas
• He/She ensures that purchase files are correctly archived

b. Shipment

• He/She chooses the mode of transport and the packaging of the merchandise.
• He/She plans and supervises the shipment and delivery of materials up to their final destination.
• He/She coordinates with the logistics department at headquarters for the shipment of merchandise coming from abroad and supervises the potential process involved with clearing customs.

c. Stocking

• He/She guarantees the management and monitoring of the mission’s stock, according to the PU-AMI’s procedures and tools. He/She ensures that these are known to, and understood by everyone and are applied on all the mission’s bases.
• He/She ensures that stocking sites are appropriate to the mission’s needs and that merchandise is stocked appropriately in terms of location, layout and salubriousness.
• He/She organizes fluxes in merchandise, makes sure that the goods are well received and ensures that the technical check is made by the relevant persons.
• He/She is attentive to the use-by-date of products, if need be.
• He/She ensures the movement/transfer are properly documented. He/She checks stock reports on a monthly basis.

2. Managing the mission’s fixed equipment: telecommunication equipment and

energy

• He/She defines the mission’s technical needs on each base and makes sure that their funding is possible, especially when new projects are being planned.
• He/she issues technical recommendations on the choice of tele/radiocommunication equipment and energy supply.
• He/She authorizes the choice of the suppliers for the purchase of new equipment.
• He/She authorizes the use of equipment, creates utilization procedures and trains personnel on how to use them.Job description–Supply Chain Manager- PU-AMI – 2014
• He/She ensures the monitoring of equipment (state, location, proprietor/backer etc) through regular updates of monitoring tools (property list) and the keeping of physical inventories.
• He/She supervises the installation of equipment and ensures they run smoothly and are maintained and ensures any necessary repairs are duly carried out.
• He/She controls the consumption of equipment, if need be, and, if required, carries out necessary adjustments in accordance with utilization procedures.

3. Managing the mission’s car fleet

• He/She defines transport means adapted to the needs of projects associated with the mission and makes sure that the funding of this transport is possible, especially when new projects are being planned.
• He/She ensures that vehicles are monitored (state, location, proprietor/backer etc.) and that monitoring tools are regularly updated.
• He/She ensures the vehicles are working properly, that they are properly maintained and any necessary repairs are duly carried out.
• He/She controls the use of vehicles and, if necessary, makes any necessary changes to utilization procedures.
• He/She ensures plans and monitoring tools for the management of omissions are put in place and respected and that they are maintained through the use of log books.
• He/She makes sure, above all, that questions of safety relating to the utilization of vehicles (authorized people, exceptional circumstances, safety equipment etc.) are appropriately addressed.

4. Supporting the bases (Installation/Redeployment/Normal functioning/Closing)

• He/She actively contributes to the opening and the closing of base(s) and potential redeployment.
• He/She supports the Head of Base in the organization of logistics factors (installing equipment, building research etc.).
• He/She plans and supports the necessary rehabilitation and installation on the different bases.

5. Ensuring the circulation of information, coordination and representation on logistics issues

• He/She ensures that logistics information is effectively circulated between teams on the field, the capital and headquarters.
• He/She writes or participates in writing internal reports for everything concerning the logistics of the mission.
• He/She ensures logistics coordination at the mission level by regularly visiting bases, checks, monitoring, training etc.
• He/She participates in the financial and administrative management of his/her area of work. He/She makes sure that the budgetary allowance is respected in the logistics department and establishes monthly cash-flow needs.
• He/She participates in the writing of reports for the donors (lists of equipment, checking functioning costs etc) and ensures the keeping of and the archiving of purchase files (help, equipment, location, omissions etc).
• He/She participates finally in the preparation of logistics in view of an audit which is either forthcoming or already underway.
• Externally, he/she represents the PU-AMI among authorities for any questions concerning logistics order (registering equipment, customs etc).
• Externally, he/she also develops and maintains relationships with partners, especially concerning NGOs for any question relating to logistics and security.
•  

6. Supervising and managing logistics teams

• He/She supervises the entire logistics team, directly or otherwise.
• He/She writes and validates job descriptions and carries out or delegates job interviews. He/She

contributes to work meetings, mediates potential conflicts, defines priorities and plans activities.

•  He/She participates in the recruitment of the logistics team as well as in any decision to terminate an employment contract.
• He/She ensures and/or supervises continued training of local and international members of the logistics team who are in the capital or on the bases on the procedures and tools of the PU-AMI.
• He/She supports the Head of Base(s) in the realization of their logistics activities, in a functional and not hierarchical relationship.
• He/She creates an action plan for the logistics department in accordance with the objectives defined in the annual programming of the mission

7. Participate in the management and safety of goods and people in his/her team/area

• S/he ensures that the Logistics teams are properly providing safety and security information to the relevant person and that alerts or useful information is communicated in an appropriate way.
• S/he makes sure that PU-AMI safety rules are established on bases where he/she is responsible for any activities/tasks. He/she also alerts the relevant Head of Base and the national coordination team if gaps are observed in order that corrective action should be taken.

8. Budget

• Be accountable for managing expenditures related to one specific grant.
• Be responsible for the follow-up and control of his/her budget area.
• Analyze and propose solutions of reallocation if needed, after receiving a monthly updated budget follow up from the Admin/Fi Department
• Be responsible for approving expenditures and re-allocations within his/her budget area(s)
• Plan and monitor expenditures to take place during the grant period
• Address his/her cash forecast according to his/her budget areas
• Avoid any over or under expenditures at the end of the grant

The tasks and responsibilities defined in this job description are not exhaustive and can nevolve depending on the project needs.

QUALIFICATIONS

Mandatory requirements

• Language Skills: Fluent in Arabic and English, French is a plus (speaking/reading/ writing).
• Education Degree: University degree in logistics or a related field.
• Work experience: Minimum 2 years professional experience in a logistics or supply function in an NGO
• Computer skills: Good skills in networking and Internet. Very good knowledge in Microsoft Office (Word, Excel, Outlook, PowerPoint)

Other requirement

- Mechanical or logistics skills

- Familiarity with stock procedure, car park management, telecommunications etc.

- Valid driving license (For minimum 1 year)

- contributes to work meetings, mediates potential conflicts, defines priorities and plans activities.