Logistics Assistant 

Deadline: Saturday, 10 December, 2022

Logistics Assistant 

Terms of Reference
 
Division               : Supply Chain & Procurement.
Location               : Aldhale'a.
Reports to           : Logistics Officer.

About The Organization:
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.

• Coordinate activities related procurement and local purchasing.
• 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.)
• 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.

• 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. 

• 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.

• 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.

• 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.

• A Degree in logistics, Administration, procurement and purchasing or relevant qualification.
• 1-2 years’ work experience in a similar field and preferred with INGOs is essential.
• Good written and spoken English.
• Excellent skills in purchasing techniques within the context of this position.
• Good computer skills: Excel, Word, the purchasing system.
• Attention to details.
• Initiative and ability to follow up on issues.
• Good reporting and communication skills.
• experience in working with NGOs is preferred.
• Ability to work well in unstable and frequently changing security environments.
• Punctuality and respect for applicable rules and procedures.
• Independence, i.e., conducting tasks with minimal supervision, and stress resilience.
• Self-motivation, goal/result-orientation and team work.
• Flexibility, tolerance and maturity.