Logistic Assistant

Vacancy Number:KVID20180819-57531
Title: Logistic Assistant
Category:Purchasing-Procurement
Duration:6 months
Exp.:2018-08-19-(2 Months Ago)
Jobs no:1
Salary:Based on SI salary scale
Gender:Male/Female

Location

Organization:Solidarites International |About Solidarites International
City:Kunduz
Country:AF

Qualification

Education:Degree in social work humanitarian and development project management or other relevant field of st
Work Experience:Minimum 2 year of work experience in this field Years
Qualification:

Skills and Qualification Required

Technical skills (required):

Education:

Degree in social work humanitarian and development project management or other relevant field of study preferred

Technical skill and competence:                               

Good knowledge of NGOs M&E and/or accountability processes previous experience in this field of expertise will be considered an asset
Sound written reporting skills
Strong communication skills experience in rapport building with local and/or refugee communities will be considered an asset
Familiarity with international humanitarian operations coordination structures and the mandates of donors UN agencies and other NGOs
MS office

Personal quality:

Capacity to adapt to strong security constraints.
Diplomacy and assertiveness; the ability to confront and discuss sensitive issues with respect
Strong coordination skills with proven ability to work across multiple technical areas simultaneously supporting and mentoring multiple staff members
Profound cross-cultural awareness
Ability to work in autonomy and strong sense of initiative;
Good resistance to stress and pressure;
Good organizational skills;

Languages (required):

To be fluent in Dari Pashto and English (written read spoken)

Personal:

Being proactive motivated and able to learn quickly new methods of working

Ability to work in and adjust with different situations
Previous experience within the area of intervention
Being able to work autonomously under remote management

Duties & Responsibilities

Position in the organisational chart:



The Logistic assistant will be under the direct supervision of the field coordinator



 



Main objective of the position



The Logistics Assistant will implement and supervise all logistics operations at his/her assigned base.



 



He/she will organize logistic support for programs in keeping with Solidarités International procedures.



He/she will assist the base manager / Administrator / Logistician in the implementation of safety rules.



 



Specific Tasks of the position



 



Supply Management



Carry out a purchasing environment analysis at the local level

Supervise the update of price lists and supplier files

Manage the Solidarités International purchasing procedures and those from donors funding the programs.

Establish and update purchasing timelines taking into consideration procurement tables operation timelines and contextual and procedural logistical constraints

Receive approve and process requests for quotes and internal order forms

Ensure that budgetary lines related to logistics are monitored and observed

Supervise the preparation of purchasing documents and draft the contracts 

Supervise purchasing ensuring that approval rules and procedures are observed

Select suppliers and negotiate prices deadlines and delivery methods

Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures

Ensure that dealings with suppliers are monitored



 



Vehicle Fleet Management



Negotiate vehicle rental and prepare contracts

Supervise the planning and execution of maintenance and repair work on base vehicles

Establish vehicle movement schedules

Ensure that a complete breakdown kit is available on board for all SI vehicles

Permanently ensure that all drivers have received general training and carry out regular testing

Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures

Check that vehicle log books are in place and are used correctly

Ensure that fuel consumption and vehicle mileage are monitored consolidated analyzed and recorded in fuel follow up

Prevent the misappropriation of fuel and spare parts

Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored



 



Logistic monthly Pack



Assist the Base manager/ Administrator/Logistician to carry out the monthly pack



 



Logistics HR Related Issue:



Supervising all the guards and drivers including their leave follow up preparing timetable overtime sheet and appraisal evaluation etc.

Be part of recruitment process for recruitment of new employee for Logistics Department.

Make sure to take active part in orientation of logistics for new comer both national and international employee at base level.



 



Equipment/Telecommunications Management



Update inventory in real time

Optimize distribution of materials according to task needs

Organize the installation safe-guarding and monitoring of materials

Install communication means and ensure that they are regularly maintained

Train teams in the use of these communication means



 



Management and Monitoring of IT Equipment



Update antivirus software

Implement backup and data-protection procedures

Ensure the maintenance and correct use of IT equipment

Provide technical assistance to teams and organize training sessions



 



Management of stock



Reception of material delivered by suppliers and check of quantity quality and accordance with the IOF

Registration in the stock following Solidarités- International’ “Stock Management Procedure”

Delivery to users following Solidarités- International’ “Stock Management Procedure

Weekly and monthly inventories following Solidarités- International’ “Stock Management Procedure”

Weekly reporting of the inventory to the deputy Logistic coordinator

Take care of the good storage of the material

Stock separately sensitive materials.

Weekly and monthly inventories following Solidarités- International “Stock Management Procedure”

Weekly reporting of the inventory to his supervisor.

Preparing monthly stock report keeping updated and sending it to coordination on the 25th of each month.



Position in the organisational chart:



The Logistic assistant will be under the direct supervision of the field coordinator



 



Main objective of the position



The Logistics Assistant will implement and supervise all logistics operations at his/her assigned base.



 



He/she will organize logistic support for programs in keeping with Solidarités International procedures.



He/she will assist the base manager / Administrator / Logistician in the implementation of safety rules.



 



Specific Tasks of the position



 



Supply Management



Carry out a purchasing environment analysis at the local level

Supervise the update of price lists and supplier files

Manage the Solidarités International purchasing procedures and those from donors funding the programs.

Establish and update purchasing timelines taking into consideration procurement tables operation timelines and contextual and procedural logistical constraints

Receive approve and process requests for quotes and internal order forms

Ensure that budgetary lines related to logistics are monitored and observed

Supervise the preparation of purchasing documents and draft the contracts 

Supervise purchasing ensuring that approval rules and procedures are observed

Select suppliers and negotiate prices deadlines and delivery methods

Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures

Ensure that dealings with suppliers are monitored



 



Vehicle Fleet Management



Negotiate vehicle rental and prepare contracts

Supervise the planning and execution of maintenance and repair work on base vehicles

Establish vehicle movement schedules

Ensure that a complete breakdown kit is available on board for all SI vehicles

Permanently ensure that all drivers have received general training and carry out regular testing

Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures

Check that vehicle log books are in place and are used correctly

Ensure that fuel consumption and vehicle mileage are monitored consolidated analyzed and recorded in fuel follow up

Prevent the misappropriation of fuel and spare parts

Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored



 



Logistic monthly Pack



Assist the Base manager/ Administrator/Logistician to carry out the monthly pack



 



Logistics HR Related Issue:



Supervising all the guards and drivers including their leave follow up preparing timetable overtime sheet and appraisal evaluation etc.

Be part of recruitment process for recruitment of new employee for Logistics Department.

Make sure to take active part in orientation of logistics for new comer both national and international employee at base level.



 



Equipment/Telecommunications Management



Update inventory in real time

Optimize distribution of materials according to task needs

Organize the installation safe-guarding and monitoring of materials

Install communication means and ensure that they are regularly maintained

Train teams in the use of these communication means



 



Management and Monitoring of IT Equipment



Update antivirus software

Implement backup and data-protection procedures

Ensure the maintenance and correct use of IT equipment

Provide technical assistance to teams and organize training sessions



 



Management of stock



Reception of material delivered by suppliers and check of quantity quality and accordance with the IOF

Registration in the stock following Solidarités- International’ “Stock Management Procedure”

Delivery to users following Solidarités- International’ “Stock Management Procedure

Weekly and monthly inventories following Solidarités- International’ “Stock Management Procedure”

Weekly reporting of the inventory to the deputy Logistic coordinator

Take care of the good storage of the material

Stock separately sensitive materials.

Weekly and monthly inventories following Solidarités- International “Stock Management Procedure”

Weekly reporting of the inventory to his supervisor.

Preparing monthly stock report keeping updated and sending it to coordination on the 25th of each month.



Position in the organisational chart:



The Logistic assistant will be under the direct supervision of the field coordinator



 



Main objective of the position



The Logistics Assistant will implement and supervise all logistics operations at his/her assigned base.



 



He/she will organize logistic support for programs in keeping with Solidarités International procedures.



He/she will assist the base manager / Administrator / Logistician in the implementation of safety rules.



 



Specific Tasks of the position



 



Supply Management



Carry out a purchasing environment analysis at the local level

Supervise the update of price lists and supplier files

Manage the Solidarités International purchasing procedures and those from donors funding the programs.

Establish and update purchasing timelines taking into consideration procurement tables operation timelines and contextual and procedural logistical constraints

Receive approve and process requests for quotes and internal order forms

Ensure that budgetary lines related to logistics are monitored and observed

Supervise the preparation of purchasing documents and draft the contracts 

Supervise purchasing ensuring that approval rules and procedures are observed

Select suppliers and negotiate prices deadlines and delivery methods

Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures

Ensure that dealings with suppliers are monitored



 



Vehicle Fleet Management



Negotiate vehicle rental and prepare contracts

Supervise the planning and execution of maintenance and repair work on base vehicles

Establish vehicle movement schedules

Ensure that a complete breakdown kit is available on board for all SI vehicles

Permanently ensure that all drivers have received general training and carry out regular testing

Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures

Check that vehicle log books are in place and are used correctly

Ensure that fuel consumption and vehicle mileage are monitored consolidated analyzed and recorded in fuel follow up

Prevent the misappropriation of fuel and spare parts

Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored



 



Logistic monthly Pack



Assist the Base manager/ Administrator/Logistician to carry out the monthly pack



 



Logistics HR Related Issue:



Supervising all the guards and drivers including their leave follow up preparing timetable overtime sheet and appraisal evaluation etc.

Be part of recruitment process for recruitment of new employee for Logistics Department.

Make sure to take active part in orientation of logistics for new comer both national and international employee at base level.



 



Equipment/Telecommunications Management



Update inventory in real time

Optimize distribution of materials according to task needs

Organize the installation safe-guarding and monitoring of materials

Install communication means and ensure that they are regularly maintained

Train teams in the use of these communication means



 



Management and Monitoring of IT Equipment



Update antivirus software

Implement backup and data-protection procedures

Ensure the maintenance and correct use of IT equipment

Provide technical assistance to teams and organize training sessions



 



Management of stock



Reception of material delivered by suppliers and check of quantity quality and accordance with the IOF

Registration in the stock following Solidarités- International’ “Stock Management Procedure”

Delivery to users following Solidarités- International’ “Stock Management Procedure

Weekly and monthly inventories following Solidarités- International’ “Stock Management Procedure”

Weekly reporting of the inventory to the deputy Logistic coordinator

Take care of the good storage of the material

Stock separately sensitive materials.

Weekly and monthly inventories following Solidarités- International “Stock Management Procedure”

Weekly reporting of the inventory to his supervisor.

Preparing monthly stock report keeping updated and sending it to coordination on the 25th of each month.


Submission Guideline

How to apply

To apply please submit: a two page curriculum vitae; a one page cover letter explaining how your skills and experience match the job requirements stated above. If possible please send all the above in one document – MS Word or PDF. Also write the job title and your name in the subject line. Send to [email protected]

Submissions can also be done by hand in SI’s offices.

If you have not heard from SI within a month you should presume you were not short listed for this post. However SI thanks you for your interest and encourages you to apply for other openings where your skills and experience match.  

Solidarites International may cancel this recruitment at any time

Email:[email protected]
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