Logistic assistant

Objective 1: Implementation of purchasing process and management of supplies

• Take part in the analysis of the local purchasing environment
• Ensure the compilation of price lists and supplier, and update database on a regular basis
• Support the program team by purchasing and providing the needed materials.
• Process requests for quotations and IOFs after verification and required approvals
• Implement purchases while respecting the rules and approval procedures of donors and MAGNA
• Ensure that products purchased correspond to the requirements of the requester in terms of quantity and quality
• Ensure that the format of and information on quotations and invoices comply with regulations
• Ensure compliance with administrative procedures for the management of advances and payments
• Establish and archive purchasing files in accordance with the rules of MAGNA and its donors
• Manage the movements of stock and carry out a monthly stock report, send to line supervisor
• Supervise the maintenance and securing of stocks

Objective 2: Vehicle maintenance, monitoring and safety

• Operate the vehicle in a safe and effective manner in order to minimize the risk of injury or damage
• Follow the relevant country driving legislation as well as MAGNA’s procedures
• Ensure that a complete breakdown kit is available on board
• Fill in the log-book according to MAGNA’s procedures
• Clean the vehicle as scheduled and/or required by line supervisor
• Perform daily safety and maintenance checks of the vehicle, perform weekly check according to MAGNA’s logbook and refill when necessary to ensure it can be driven in perfect conditions
• Ensure that all vehicle documents and the drivers’ driving license are valid and in the vehicle
• Ensure correct loading and unloading of the vehicle, ensure that the goods have the necessary documents and guarantee the safety of the goods in his/her vehicle
• Ensure all passengers have all necessary papers in order before travelling, and ensure that non-MAGNA staff sign disclaimers of responsibility before using the vehicle
• Ensure that MAGNA visibility is available on-board the vehicle
• Stay close to the vehicle and be available at all times and park it in ‘ready to leave’ position
• Do not carry passengers carrying arms or wearing military uniform
• Immediately inform the line manager of any incident involving the transportation of passengers and/or goods, and follow the established procedure
• Carry out a hand over if another driver uses the vehicle according to MAGNA’s procedures

Objective 3: Management and monitoring of IT and communication equipment

• Ensure the correct use and regular maintenance of IT and communication equipment
• Assist the rest of the team in installing and securing the equipment
• Configure email accounts for all users
• Check that every computer uses the standard operating system
• Check that all IT equipment is protected (uninterruptible power supply, stabiliser, etc.) and regularly update antivirus software
• Provide teams with adequate means for data backup
• Deal with requests from users and provide them with technical support.
• Compile a list of breakdowns and keep records of how they were resolved for reference
• Keep a rigorous track of the equipment given to each team member
• Carry out regular physical inventories of mission IT and communication equipment
• Organize training sessions in the use of IT equipment and means of communication if necessary

Objective 4: Human resources management

• Assist in the recruitment process and in evaluating the members of the logistical team
• Establish team schedules in conjunction with their line manager
• Ensure or assist with logistical training

Objective 5: Other responsibilities

• Assist in any other duty required by his/her line supervisor
• Introduce ideas on how systems could ameliorate future management
• On request, participate in meetings (donor, authorities, NGO forum…) and workshops relating to his/her field of activity and write up minutes to his/her line supervisor
• Maintain internal & external relationships with other NGOs, authorities and other partners upon request of his/her line supervisor