Logistics Assistant / Almahweet

Deadline: Thursday, 08 August, 2019

Logistics Assistant
Terms of Reference
 
Division          : Operations.
Location         : Almahweet
Reports to      : Logistics Officer.
 
Organization & Background:
YFCA is a leading, Humanitarian, non-Governmental, non-Profit, non-denominational and impartial Organization established in 1976 to improve woman and child health.  Dramatic changes in YFCA mandate were introduced gradually to accommodate the emerging needs of women, children, youth and vulnerable groups.  From that Health perspective, YFCA programs incorporate wider thematic interventions including WASH, Shelter, and Nutrition, Food Security, Agriculture and Livelihood, Education, Early Recovery and Protection. To pursue its unchanging humanitarian mission, YFCA will thoughtfully continue its expansion process to respond to the ever changing needs of affected communities and vulnerable groups.
Job Purpose:
The Logistic Assistant will help to prepare specifications, tender documents, and requests for offers for supply of goods and services to meet the project’s objectives. He/she will be responsible for building and controlling the YFCA’s database of contractors and suppliers. In addition, he/she will be responsible of preparing all needed documents and reports on daily, weekly, monthly basis.
Key Responsibilities:

• Coordinate activities related procurement and local purchasing.
• Take care of locally purchased items and project materials from customs, process labour office clearances, procure local and international purchases, track assets, contact insurance companies regarding insurance for office assets, renew vehicles’ licenses, arrange for vehicle maintenance, and monitor vehicle use.
• Liaises directly with the staff to identify the project needs and manages response and prioritization of requests.
• Monitor on a day-to-day basis the implementation of logistics activities in the project (construction, transport, communications, water and sanitation, vehicles and engines, equipment/installation, infrastructures, etc.) ensuring compliance with YFCA standards, procedures.
• Plan movements and organize transport of goods and staff, and ensures movement monitoring
• Implement all administrative related activities linked to logistics (orders, insurances, vehicle contracts, etc.)
• Coordinate and lead the logistics team under his/her responsibility.
• Monitor consumption of mechanical and electrical vehicles/machines/devices and ensure adequate stocks of respective lubricants.
• The above-mentioned activities and responsibilities are not exhaustive, and staff may be assigned additional responsibilities or tasks as required.

Reporting:
Ensure visibility of the Logistics function and activities, by collating and disseminating Logistics reports.

• Anticipate and coordinate requirements for institutional donor reporting.

 

• In collaboration with the program/project manager, design an appropriate supply structure, in line with YFCA standards and procedures.
• Throughout the project cycle, provide information for the (re-)planning of supply activities, including in the early stages of new programs/projects
• Periodically review the effectiveness and quality of the supply and logistics process.

Procurement:

• Plan, organize and co-ordinate all procurement activities, in line with YFCA standards and procedures and donor requirements, including but not limited to establishing a supplier data base and framework agreements.
• Provide advice & information to other departments on the commercial requirements of international trade.

• Supervise, manage and coordinate all warehouse and distribution related activities.
• Ensure timely reporting on material usage and stock level status, and coordinate periodic reviews of minimum stock with project managers.

Fleet management:

• Manage the fleet management function, ensuring that the operation complies with the relevant local regulations governing transport and Oxfam standards and procedures.
• Use fleet management systems to monitor costs and performance and prepare management reports.
• Asset & equipment inventory management
• Manage and coordinate the planning, management, maintenance, and disposal of assets and inventory, in line with Oxfam standards and procedures, and donor requirements.

Communication and Security:

• Manages delegated security related activities.
• Leads on security related staff evacuation plans and required hibernation stocks for country program.
• Works closely with the security focal point in managing fleet and people movement all the times, ensuring that required communications systems put in place.

 
 
 
Qualifications and Experience:
 

• University certificate/diploma or similar qualification from a recognized establishment or equivalent experiences.
• At least 1-3 years’ professional experience in a comparable position.
• Qualifications (Bachelor degree) and extensive experience in logistics. Strong analytical and strategic planning skills.
• Experience of management/supervisory responsibilities, including support to development of others (including mentoring/ coaching, and team building experience).
• Excellent written and spoken English is essential.
• Commitment to humanitarian principles and action.
• Experience in tenders.
• Security management experience.

 HOW TO APPLY:
Interested candidates are invited to submit their updated CVs to careers.ye@gmail.com, by Aug 08, 2019 at the latest, mentioning the job title in the subject line. Emails without such indication will not be considered. Only shortlisted candidates will be contacted.

 

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