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Job Description

Job description

Assignment

Area Logistics Assistant works under the direct supervision of the Area Logistics Officer and has functional links with the Base office’ FLATs and coordination, program and operations departments. He is responsible for the stock, transport, assets, communication, other property, filling, reporting and personnel for the Chitral office  according to organization guidelines. In addition, the logistics assistant is also responsible for communication and safety and security management. He supervises all office support staff that fall under his supervision.

Hierarchical Link

Under the direct supervision of Area Logistics Officer

Functional Links Provides FLATs Officer Pakistan, program, coordination, operations, departments with all requested reports and forms

Requests and collects from Area Logistics all relevant logistics reports / forms

Responsibilities 1. Stock Management

1.1. Physical Control

  • Account for all program and non-program inventories in the office and sub bases through Logistics assistant  and stock assistant/officers/area logistics Managers
  • Supervise safety of the stock and materials;
  • Regularly control the stocks management and follow up with stock assistant/officers/area logistics managers and all concern.
  • Must remain aware of all stock / materials movements between warehouses;

1.1. Documentation Procedure

  • Document and archive and centralized all of the monthly reports copy at base level (Signed)
  • Ensure overall compliance with organization stock management procedures;
  • Control the filing in of documents in timely manner (at reception, delays are not accepted);
  • Supervise the computerized tracking of all deliveries and DEL – 03 Stock Delivery reports;
  • Forward all proper documentation regarding the overall delivery and stock process to Area Logistics Officer;
  • Consolidate all data from warehouses regarding stocks and inventories, to be consolidated for Area Logistics Officer on weekly basis (Every Friday at 5:00pm): Quality Check Reports, Reception Vouchers, DEL – 03 Delivery Reports, and STO – 02 Stock Report.

2. Assets and Property Management (including premises)

2.1. Asset Management

  • Account for the overall compliance with assets, properties and premises management procedures;
  • Supervise the safety and effective use of all organization assets and properties in the office;
  • Verify and direct the maintenance and repairs of assets and properties in timely manner;
  • Assess the need for additional equipment  and obtain authorisation from Area Logistics Officer;
  • Must submit all equipment with appropriate format to Area Logistics Officer (PRO_02_Order Form)

2.2. Asset Documentation

  • Document and archive and centralized all of the monthly reports copy at area level (Signed)
  • Account for the overall compliance with assets, properties and premises management procedures;
  • Regularly verifies the Asset Documentation (Asset Card, Maintenance / Repair Card, AST – 05 Monthly Equipment Follow Up);
  • Controls that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents);
  • Ensure that all hardcopies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated: files must be accessible at all times to Area Logistics Officer and any FLAT auditor;
  • Control that tags and identification of Assets are clear for all equipments kept in the bases of his area;
  • Control and consolidate at base level the AST- 05 Monthly Equipment Follow Up report, to be sent to Area Logistics Officer on monthly basis, every 5th of the month.

3.       Delivery (Transport) Management

3.1. Personnel Transportation

  • Account for the overall compliance with delivery and transportation management procedures;
  • Responsible for vehicles to being made available upon proper request to Transport Assistant / Supervisor (TRA-00.2 Vehicle tracking/Movement form)
  • Control proper use of vehicles for all organization staff;
  • Prevent any misuse of vehicles in regard of policies (Driver’s behaviour, speed, pick and drop...);

1.1. Materials Transportation

  • Account for the overall compliance with delivery and transportation management procedures;
  • Obtain information from Area Logistics Officer for deliveries to come and contracts signed with suppliers at both base and capital level;
  • Manage proper use of vehicles for all program requests or materials transfers (internal/external);
  • Manage delivery of organization stock and supplies to appropriate warehouses accordingly;
  • Control and secure procurement service contracts with Suppliers of rented vehicles and trucks;

1.2. Fleet and Fuel Management

  • Accounts for the overall compliance with the delivery and fleet management procedures (TRA_06 Monthly Fuel Consumption report/ TRA_06a Monthly Vehicle information Table);
  • Manage and control running costs of base’s fleet (fuel, maintenance and repairs), including generators;
  • Responsible of roaster and management of drivers, which must not go against the following constraints unless approved by Area Logistics Officer:

o   No driver shall drive more than 3h in a row, and should take 15-20 min break;

o   No driver shall be working more than 12h per day;

o   No driver shall be working a day and night shift in a row;

o   Every driver is responsible of his car and content: the First Aid Kit should be complete, his phone batteries ready and always available, the NOC required for his passengers at hand;

o   At any time, the Logistics assistant (Transport) must know where are dispatched all cars and how many people with the vehicle tracking Sheets updated;

1.3. Transport Documentation

  • Document and archive and centralized all of the monthly reports copy at area level (Signed)
  • Control regularly that all documentation required is filled in timely and precisely;
  • Provide technical support  in preparation of rental  procurement service Contracts for vehicles;
  • Coordinate with Program Managers to inform them of any delay / problem in satisfying their request;
  • Provide alternate solutions, in coordination with Area Logistics Officer / Deputy Area Coordinator;
  • Control all documentation related to vehicles (Insurance, Log Books, Fuel Consumption...);

-       Consolidate and control the TRA_06 Monthly Fuel Consumption Follow Up

2.       Telecommunication and Information Technology Management

  • Accounts for the overall compliance with the Communication and IT procedures;
  • Manage and secure effective use of the entire telecommunication and IT system;
  • Manage the office’s telecommunication costs;
  • Ensure and supervise the monthly communication allowance is disbursed as per the approved COM- 04 communication cost allowance.
  • Prepare and consolidate monthly communication report COM – 02 & COM-3 monthly email account follow up and submit it to Area Logistics Officer every 5th of Month.

1.       Procedures and Reporting

  • Comply with all the reporting requirements from Area Logistics Officer;
  • Present the monthly reports as required according to organization guidelines, every 5th  of the month;
  • Make sure that the FLAT files are updated and well documented;
  • Provide the Area Logistics Officer with a Compiled Logistics Report from on weekly basis (every Friday at 5:00pm), that will contain:

1.1. Monthly Reporting TITANIC:

o   AST-05 The Equipment Follow Up report;

o   STO-02 The Stock Report;

o   TRA-06 & TRA 06a The Fuel Consumption Follow Up;

o   DEL-03 Delivery follow ups

o   COM-02 Communication follow up report

o   COM-03 Email accounts follow up report

o   I.T 04, Country Infrastructure follow up

o   I.T 05  Country Significant  Incident tracker follow up

o   I.T 06  Licences follow up

o   Summarize deliveries expected from any supplier to warehouses;

2.       Human Resources Management

Job Details

Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Full Time/Permanent
Department:
Chitral
Job Location:
Gender:
No Preference
Minimum Education:
Bachelors
Degree Title:
Business Administration or Relevant
Career Level:
Entry Level
Minimum Experience:
2 Years
Apply Before:
Jan 20, 2019
Posting Date:
Jan 14, 2019
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