Ended Logistics Officer

The Job

TITLE: LOGISTICS OFFICER

ADEN - YEMEN

THE ORGANIZATION

Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.
Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details on the association: http://www.handicap-international.fr/en/s/index.html

GLOBAL OBJECTIVE OF THE POSITION

Based in Aden under the direct management of the Logistics Manager, organize and ensure an efficient logistical support in the base and check the follow up of all logistics procedures with the staff under your responsibility and supervise all related activities, by managing logistic team.

  • Premises Management (office, Guest houses, warehouses and its related areas);
  • Fleet Management
  • Equipment Management;
  • Management of Telecom and ICT related issues;

HIERARCHICAL RELATIONSHIPS

Line manager: Logistics Manager

Line manager+1: Area Manager

Supervision: Maintenance Agent ; Drivers, Guards, daily workers (occasional)

RESPONSIBILITIES AND TASKS DESCRIPTION

LOGISTICS

Premises (Office / Guesthouses and Warehouses management)

  • Ensures that all the premises (including ADEN base stock) are in technical good condition;
  • In link with Supply Officer, ensure a proper follow-up of lease agreement (contract renewal, payments and other details);
  • In link with Supply Officer, ensure to update and complete CFU (Contract follow up)
  • In link with Supply Officer, ensure to send weekly CFU to line manager, Logistics coordination team
  • Prepare and follow the payments of running-costs;
  • Identify and follow-up maintenance needs (implementation, payments);
  • Act as a focal point with HR for the Cleaners (collect and solve needs or issues);
  • Act as focal point for permanent expatriates concerning all needs or issues about GH;
  • Ensure all the fixtures and necessary arrangements are done for all the premises;
  • Ensure a proper follow up of all generators (log books, maintenance, diesel consumption, working hours)
  • Any other duties related to management of premises requested by line manager

Equipment Management

  • Ensure regular follow-up for inventory, furniture;
  • Prepare and update lending certificate each time it’s necessary;
  • Ensure proper follow-up of equipment (codes, guarantee, life span, maintenance, replacement planning…);
  • Keep updated the EFU (EMC) and send to line manager, IT Officer Coordination and Logistics coordination team on a weekly basis;
  • Ensure the security of the premises;
  • Responsible for tagging the equipment of Aden base according to HI Equipment management policies and procedures, ensuring the proper follow-up of equipment (codes, guarantee, life span, maintenance, replacement planning…);
  • Ensure the safety and security of the equipment in stock
  • Prepare phones and laptop for new Aden Base staffs arrivals

IT

  • Identify and follow the needs of maintenance, contact IT officer coordination or service provider if necessary;
  • Ensure that the means of communication are in good shape and condition and working accordingly;
  • Responsible for the uninterruptible internet connection;
  • Report to line manager on any changes in the ICT structures / systems in the fields of HI activities and seek for solutions/support;
  • Provide technical assistance upon request;
  • Link closely with IT Officer coordination for IT maintenance, security, tagging and IT equipment follow up

GUARD MANAGEMENT

  • In link with security officer/manager, ensure that guards are performing their duties

PURCHASES

  • Provide support to line Manager upon request (collect quotations prepare templates, realise payments…);

Fleet Management:

  • Ensure the respect of HI procedures concerning the fleet management (Log book, maintenance, regular check, security, correct use of the vehicle, validation of new vehicles…);
  • Ensure the respect of HI Procedures for all the equipment assigned to Vehicles / Drivers;
  • Responsible for the Fleet Management Database and keep updating the information related to vehicles and movements;
    • Ensure that all documentation are available in each vehicles
    • Collect and ensure the reconciliation of all documents (logbook, follow up of maintenances, …)
    • Follow-up fuel consumption
    • Responsible for the Data base updating
  • Supervise and manage the Drivers team:
    • Contract negotiation, creation and follow up.
    • In link with security team, ensure the training/ briefing of the drivers on a regular basis in order to organize regular meeting to remind the security rules.
    • Assure the respect of HI internal rules as well as area traffic regulation
    • Assure the respect to the fleet management procedures and policies
    • Establish a weekly/monthly planning for duty drivers
    • Ensure, with the support of the Manager, to maintain a good relationship between the drivers and others departments
    • Act as focal point for the driver’s requests.
    • Work closely with supply team in regards to contracts, Matrix, fleet documents and CFU, in order to have accurate and updated purchased files.

Movement Management:

  • Base Movement:
    • Act as focal point for movements requests
    • Work closely with tracking team and security team.
    • Responsible of the consolidation of the movements plan and keep update the movements table
    • Communicate to all departments the weekly movement table
    • Assure that drivers have the necessary equipment (communication means and tracking) fully operational for each trip.
  • Interbases movement:
    • Act as focal point for movements requests for Aden Base
    • Work closely with tracking team and security team.
    • Coordinate closely with coordination team for interbases movements
    • Work closely with Log Officers from other bases to organise interbases movements and Kisses.
    • Responsible of the consolidation of the movements plan and keep update the movements table
    • Communicate to all departments the weekly movement table
    • Assure that drivers have the necessary equipment (communication means and tracking) fully operational for each trip.

COORDINATION & REPORTING

  • Prepare and update Action Plan / Reporting on a monthly basis;
  • Participate actively to meeting (weekly meeting, bi weekly support meeting …);
  • Provide any additional support upon request of Line Manager;

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

JOB CHARACTERISTICS / REQUIREMENTS:              

Qualification

  • University degree in logistics or similar field

Experience

  • 1-3 years work experience in a similar field with INGOs is essential

Skills and Competencies

  • Fluent in written and spoken English and Arabic mandatory
  • Strong interpersonal and intercultural skills
  • Strong communication, presentation and reporting skills
  • Strong organizational skills
  • Global knowledge on Humanitarian principles, protection mainstreaming, is desirable

Willingness and ability

  • Travel in and around Aden and other governorates on occasion, stay overnight outside of Aden City (where operations are presently based) as field movement requires

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

Job Conditions

  • The salary will be defined according to HI’s existing salary scale
  • Based in Aden, with frequent movements to the field
  • 30 day leave/year + benefits (transport allowance, health insurance, life insurance)
  • The working hours are the following: 8:00 to 16:30 (with 30 minutes lunch break) from Sunday to Thursday.
  • Note that working time can go up to 48 hours per week (according to the Yemen labor law) if it is required by the volume of activities and by the line manager.   
How to Apply
  • Interested candidates may please send their CV with cover letter in English, with the reference in the email subject: YEME/HR/2019/PROG/LOGOFFICER/ADEN/YEMEN+ Applicant full name
    Deadline for applications is 11:30 pm on Friday 13th September 2019
  • Please address all applications to: recruitment-yemen@yemen.hi.org
  • Please note that only shortlisted candidates will be contacted. 

Handicap International, is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates, including persons living with disabilities, to apply to become a part of our organization. Please note that only shortlisted candidates will be contacted.

  • Employer: Handicap International
  • Category: Logistics
  • Location: Aden
  • Posted on: 4 September 2019
  • Deadline: 13 September 2019

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