Logistics Assistant

Generic Duties: Responsible for procurement procedures (bids, quotations, appraisals of quality and price) for goods and services as per INTERSOS and donor requirements. Ensure effective and cost efficient procurement planning, by ensuring weekly and monthly needs mapping per project team and grouping purchases where possible and relevant. Negotiate and follow up and maintain good relationships with suppliers. Compile and maintain an established supplier list per base, in coordination with Admin/Finance department. Coordinate with the Projects Managers and concerned recipients on delivery of items. Conduct bookings and reservations of events and venues, as per established INTERSOS procedures. Ensure regular rent, utilities payments (electricity, water, gas, etc.) and running costs are paid (upon approval of PMs for direct activities related costs and approval of HoB and HoM for support costs) Coordinate with the Finance Department to ensure that payments to vendors are made on-time and without any unnecessary strain on the financial systems Ensure that all necessary documentation and donor filing is updated. Conduct regular fixed assets and inventory check quarterly. Responsible for  proper maintenance of assets and office equipments such as AC, Laptops, Printers... Keep updated file for maintenance Handle vehicle service requests and ensures that the fleet is checked and maintained regularly. Monitor fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates. Supervise drivers and coordinate their daily work. Ensure that vehicles are insured accordingly. Ensure proper documentation of the vehicle lease, insurance, ID, mechanical inspection, etc. Handle vehicles driving permissions (updated) for related staff and ensure that all drivers have on their possession relevant driving documentation such as clean driving licenses.     Specific Duties: (Can be adapted to the particularities of the job location and the requirement of the project. This section shall be revised whenever a new employee is hired).   1-      Check and maintain properly the community centers (building, electricity, plumbing, equipment etc.) and report eventual problems to line supervisor. 2-      Check the proper functioning of stock procedures (in/out registration), check of stocks on regular basis and report to line supervisor. 3-      Induction for new staff on Car’s SOPs, and INTERSOS assets usage. 4-      Receiving and filing car accident reports and other incident reports and reporting it to the logistics coordinator and head of base. 5-      Supervising Logistic support staff and drivers. 6-      Checking on weekly base the requirement for the guest house and maintenance needed. 7-      Routinely liaise with administration department, and logistic coordinator. 8-      Evaluation for staff supervised by the logistics. 9-      Supervise fleet management, procurement, assets management, and inventory lists, as per INTERSOS Operations handbook.