Deputy Logistics Manager Operation

General Overview: 

The Deputy Logistics Manager Operation supports the Logistics Manager in implementing and supervising all logistical activities at his/her assigned base relating to Asset/IT/Fleet/Transport and Stock.

He/she offers technical and organizational solutions for the optimization of Asset/IT/Fleet/Transport and Stock management and the reduction of running costs.
He/she will fill and follow up on the related reporting tools. 

DUTIES

IT equipment/assets Management:

• Ensure the maintenance and correct use of IT equipment/assets
• Manage the distribution of network resources (printers, scanners, etc.).
• Deal with requests from users and provide them with technical support.
• Organize training sessions on the use of IT equipment for users if necessary (use, maintenance)
• Check that every computer uses the standard operating system
• Configure email accounts for all users
• Keep base computer equipment/assets up to date
• Carry out regular physical inventories of mission IT equipment/assets
• Ensure correct use of IT equipment/assets
• Ensure proper storage of IT equipment/assets
• In liaison with the capital IT assistant, organize a supply of spare parts for network equipment
• Collect and centralize new IT equipment/assets needs and report them to the Logistics Manager
• Update Park statement according to incoming and outgoing equipment

Premises management:

• Centralize all premises issues and coordinate/supervise troubleshooting (ex: research of premises, handling move in and outs, paying rents, refuel the tanks, etc.);
• Ensure regular maintenance of Solidarités installations/equipment/facilities, notably through a preventative maintenance plan (procedures, scheduling, etc).
• Check that enough necessary consumables and materials are always in stock for routine repairs, and ensure their management; transmit orders for stock replenishment timely.
• During the execution of work, ensure the safety and security of the premises (or immediate surroundings).

Stock management:

• Draw up warehouse layout plans according to the materials/goods to be stored and program allocation
• Establish staff and equipment forecasts required for loading/unloading
• Supervise the day-to-day personnel team involved in warehouse activity
• Write or fill in the shipping or delivery documents in compliance with Solidarités International’s standards
• Keep the stock forms updated
• Take a monthly inventory of stored goods and materials and reconcile it with the theoretical inventory
• Supervise the maintenance and securing of warehouses
• Support the Logistics Operation officer in carrying out stock checks and physical inventories
• Manage the supply of consumables (printer cartridges, toner, etc.)

Fleet Management

• Ensure that all fuel consumption and mileage data are monitored, consolidated, analyzed, and reported for each vehicle

• Supervise and/or review mechanical assessments
• Supervise the schedule and execution of maintenance and repair work on his assigned based vehicles
• Verify that the proposed rental vehicles comply with Solidarités International regulations
• Ensure a proper allocation of the cars to the team
• Ensure the tracking system is working for all the cars, analyzed tracking system reports for each car

Transport and freight management

• Ensure that the supplier forms relating to freights comply with SI rules
• Manage costs and contracts negotiations for truck rentals
• Ensure that the proposed rental vehicles comply with Solidarités International regulations
• Plan and supervise the shipments from base to field and base to base
• Ensure shipping documents are properly filed
• Negotiating and bargaining transportations prices
• Booking transport contractors and ensuring they deliver within agreed terms

Human resource management:

• Assist in the recruitment process and in evaluating the members of the logistical operation team
• Ensure or assist with logistical training

Safety and Security

• Monitor the proper operation of all security and communication equipment in the vehicles
• In case of accident, secure drivers or passengers if required
• In case of an accident, check accident reports with drivers, draft the incident report before to share it with the line manager
• Report all accidents to the line manager and SLM
• Implement safety and passive security measures on all premises (fire safety, locks, etc.)

The list above is not strictly definitive; an employee working within the framework of these tasks may carry out other tasks if asked to do so by his/her line manager.

The Deputy Logistics manager operation may be asked to drive SI cars and respecting the driving policies set by the logistics department.

ORG CHART POSITION (reporting and functional relationships)

Line manager: Logistics Manager

Line report(s): Logistics Assistant Operations (sub-base); Logistics Officer Operation; Head of Drivers

Functional manager:

Functional reports: