Logistics Assistant

Under supervision of Country Logistics Manager is responsible for coordinating and supervising all logistic activities in the country:

-       Supply Chain Management: Assist Country Logistics Manager in supply chain management and their follow up (procurement file, distribution, suppliers follow up, etc.)

-       Equipment & Inventory Management : Responsible for collecting and compiling information on security situation in project areas, establishing security rules on each base and ensuring their implementation and respect

-       Fleet Management: Responsible for fleet management (cars rental contract, vehicles maintenance, fuel follow up, drivers training, etc.) and organization of any field movements (flight booking, hotel booking, etc.)

-       Stock Management: Responsible for managing all assets from inventory to storing and maintenance.

Objective 1: Supply Chain Management:

Activities:

·         Provide planning support and advice to those making a procurement request, then process and manage the procurement process in accordance with SIF policies and procedures, in a transparent, accountable, efficient and cost effective manner.

·         Collect BCI from the team and prepare IRV as per need basis of the request ;

·         Ensure BCI follow up and validation process strictly according to SIF purchase Policy

·         Coordinate &Follow-up the procurement for all bases in area of operations.

·         Get validation of IRV, Purchase / Service Contracts for procurement from country management

·         Filing and archiving of procurement documents, conforming to SIF  procedures;

·         Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items.

·         Ensure that all procurements are tracked and recorded properly (hard & soft) to identify items and ensure that open and free competition for procurements is adhered too.

·         Elaborate and update suppliers data base as well as prices list

·         Liaise and negotiate with suppliers

·         Participate in all Aqiqa in the absence of driver cum log facilitator.

Objective 2: Assets and Property Management:

Activities:

·         Ensure the safety and effective use of all SIF assets and properties in the office

·         Account for the overall compliance with assets, properties and premises management procedures

·         Ensure the maintenance and repairs of assets and properties in timely manner

·         Assess the need for additional equipment / premise

·         Account for the overall compliance with assets, properties and premises management procedures

·         Regularly control the Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly Equipment Follow Up)

·         Ensure that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents)

·         Ensure timely reporting on /assets & stock status, to help Program staff with planning of replenishment and tracking through to end-user has occurred.

Objective 3: Fleet Management:

Activities:

·         Supervise and coordinate all logistic matters relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported,

·         Organize field movements for staff members (flight and hotel booking, rental taxi, etc.)

·         Ensure that vehicles internal equipment (tools, communications etc) are complete and serviceable; and that usage of fuel is correctly supervised, and logged and recorded.

·         Control regularly that all documentation required is filled in timely and precisely

·          Supervise the rental Service Contracts for vehicles

·         Control all documentation related to vehicles (Log Books, Fuel Consumption...)

·         Update Monthly Fuel Consumption Follow Up from all Senior Logistics Officers.

Objective 4: Procedures and Reporting:

Activities:

·         Monthly Contract Follow-up

·         Monthly Equipment Inventory

·         Monthly Logistics SITREP

·         Monthly Narrative Logistics Report

·         Monthly Procurement Follow up

·         Weekly departmental meeting minutes

·         Weekly BCI tracking Sheet

·         Monthly BCI & IRV tracking Sheet

·         Monthly HQ IRV tracking sheet

Objective 5: Security Management

Activities:

·         Assist CLM overall compliance of SIF security and safety guidelines.

·         Attend security meetings of UNDSS and PHF when required

·         Ensure that watchman's are aware of all safety and security regulations

·         Assist CLM to develop security plans for all SIF bases and ensure their implementation

·         Ensure the security of movement for each field visit

Objective 6: Human Resources:

Activities:

·         Manage log staff within department with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism.

·         Ensure that staff supervised are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.

·         Ensure day to day management of country office  Watchmen and drivers;

·         Supervise the Quality of work &  presence on duty in close collaboration of Chief Guard;

·         Prepare monthly duty roaster of country office Watchmen and drivers

·         Report to the line manager in case of problem.

Objective 7: Working Relationships:

Activities:

·         Proactively engage with country Program & Finance staff on all matters logistic to ensure that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms.

Requiremnet:

-          Bachelor’s degree in Management, Administration and diploma in supply chain management.

-          At least 03 years relevant work experience in logistics, procurement, & security.

-          Experience in international development and non-profit organisations.

-          Experience in the commodity management.

-          Good computer skills; word, excel, PowerPoint and database.

-          Experience in writing reports in English.

-          Ability to liaise with national authorities, NGO’s and other agencies.

-          Language: Fluent in English and Urdu. Ability to speak local languages will be an added advantage.