Logistics Assistant

MISSION

Goal/purpose:

The logistics assistant supports the logistician in implementing and supervising all logistical activities at his/her assigned base.

In particular, he/she lends support to carrying out urgent activities and the filing and archiving logistical documents.

He/she temporarily takes on the basic tasks of the logistics officer in their absence.

JOB

List of main activities:

Management of supplies

• Update price lists and vendor databases for goods/services/work
• Apply and control SI procedures to all purchases of items/services/work contract.
• Verify and process quote requests, quotation analysis and IOFs
• Ensure the collected documents are compliant with SI procedures: supplier stamp, signature, date, …. Etc.
• Identify suppliers, collect all the necessary information on them and request quotations if demanded by line manager.
• Contribute in assessing the quality of the purchase/services/work in accordance with the technical advisors.
• Prepare the weekly treasury plan for all payments including the monthly, weekly...etc, under the supervision of the line manager and send request to Admin department, and check with admin and program for the copy of payment for closing purchase files.
• Compose and archive purchase folders
• Implement purchases, monitoring adherence to validation regulations and procedures
• Negotiate prices, deadlines and methods of delivery
• Ensure that relationships with suppliers are monitored
• Report any difficulty/issue with supplier to the line manager

To ensure there is a good level of cooperation between the logistics service and the program team:

• • • •   Familiarize him/herself with the Solidarités International intervention zone
• Communicate any problems encountered during delivery/collection of program equipment
• Take part in weekly meetings between the logistics and program departments so as to understand the priorities
• Propose, set up and update daily a resource for communication requirements/priorities between the logistics service and the program team

Management of supplies

• Make sure the storage management procedures are respected (when it is the case): stock items request, stock cards, delivery Notes
• Supervise the maintenance and securing of warehouses
• Support the logistics officer in carrying out stock checks and physical inventories
• Ensure the follow up of the equipment used on the mission-store (identification, inventory, affectation, proper use by the user) through a weekly update if requested by the line manager.

Human resource management

• Assist in the recruitment process and in evaluating the members of the logistical team
• Establish team schedules in conjunction with the logistics team
• Assist with any logistical training

The above list is a non-exhaustive one, nor limitative.

The Logistic Assistant may be asked to drive SOL cars and respecting the driving policies set by the logistic department and attached to this document.

The Logistic Assistant could be asked to cover other responsibilities and tasks within the framework of his/her job on demand of the Logistic Manager.

ORG CHART POSITION (reporting and functional relationships)

Functional Manager: Logistics manager