Ended Logistic Assistant

The Job

TITLE: LOGISTICS ASSISTANT

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 Officer, organize and ensure an efficient logistical support in the base and check the follow up of all HI Logistics procedures.

Support the Supply Officer in the following field of activities:

  • Procurement Management (PSRs, PFUs, CFU, contracts, reporting, …);
  • Stock Management (SFU, Reconciliation, Monitoring, reporting,…)
  • Transport Management
  • Fleet Management
  • Premises management
  • Equipment Management
  • IT & Communication Management

HIERARCHICAL RELATIONSHIPS

Line manager: Logistics Officer

Line manager+1: Logistics Manager

Supervision: Daily workers (occasional)

RESPONSIBILITIES AND TASKS DESCRIPTION

Support to Logistics Officer:

Fleet Management:

  • Responsible for the Fleet Management Database (including the drivers contact details) and keep updating the information related to vehicles and movements;
  • Receive the weekly movement plans from different departments and make the weekly movement planning of the vehicles, submitting it to Logistics Officer;
  • Provide daily support to Logistics Officer, ensuring the proper HR follow-up (contracts for drivers and cars, attendance sheets, identification of training needs for drivers);
  • Ensure the respect of HI procedures concerning the fleet management (Log book, maintenance, regular check, security, correct use of the vehicle…);
  • Follow-up fuel consumption and refer to Logistics Officer in case of abnormality;
  • Responsible for running-costs follow-up reports;
  • Support the Logistics Officer in preparing the envelope for each visitor upon request of line manager (communication device, maps, keys…);
  • Any other duties related to fleet management and upon the request of Line Manager;

Stocks Management:

  • Upon request of the line manager, identify and suggest the reliable and suitable premises for the stocks and warehouses;
  • Manage the premises related to warehouse and stocks;
  • Keep in order  and cleaned all the time – the warehouse and stocks premises;
  • Ensure the proper follow up tools respecting of the HI guidelines and procedures for warehouse and stocks management;
  • Responsible for the day to day management of the warehouses and stocks (IN/OUTs);
  • Ensure the monthly physical count of the items stored in warehouses and stocks and submit it to line manager;
  • Responsible for submitting the stocks follow up reports to the line manager;
  • In link with Project Officers, ensure reconciliation is done weekly and sent to Aden logistics team and coordination

Premises Management: ​​​​​​​

  • Responsible for ensuring that all the premises (including warehouses) are in technical and working good condition;
  • Responsible for reporting to Line manager of any breaks or damages related to premises and suggest the fixtures to be done, identifying and following-up on any maintenance needs;
  • Support the line manager in ensuring a proper follow-up of lease agreement (contract renewal, payments and other details);
  • Support Logistics Officer in preparing and following up the payments of running-costs;
  • Act as focal point for permanent expatriates concerning all needs or issues about GH and Office of HI
  • Any other duties related to management of premises requested by line manager;

Procurement Management: ​​​​​​​

  • Support the Logistics Officer in raising the PSRs and follow up tools, such as PFU, and other related forms and templates;
  • Responsible for Support the Logistics Officer in day to day management of procurement;
  • Responsible for the market surveys and collecting and gathering all the info related to procurement and local purchases, collecting the prices from the local suppliers.
  • Support the Logistics Officer in ensuring the implementation of all standard HI tools and procedures related to supply chain and procurement in the field offices;
  • Responsible for carrying out the day to day procurement and upon request of the line manager realise simple purchases (kitchen supplies, stationeries, cleaning material, maintenance...) after validation of budget holder and in respect of HI procedures and donors requirements;
  • Provide support to line Manager upon request (collect quotations prepare templates, release payments…);
  • Responsible of updating The cloud (share files) and to compile and archive purchase files.
  • Update the TSA on daily bases and send to line manager on weekly basis;
  • Any other duties related to procurement and upon request of line manager;

Equipment Management:​​​​​​​

  • Support the Logistics Officer in ensuring the regular follow-up for inventory, furniture and equipment / assets;
  • Support the Logistics Officer in preparing and updating the lending certificate each time it’s necessary;
  • Responsible for editing the procured equipment in TSE and keep updated the TSE and send to line manager on a monthly basis;
  • Support the line manager in follow up reports for equipment management;
  • Responsible for tagging the equipment 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;

IT:​​​​​​​

  • Support the Logistics Officer in identifying and following up on the needs of maintenance, contact service provider if necessary;
  • Ensure that the means of communication are in good shape and condition and working accordingly;
  • Support the Logistics Officer in maintaining 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;

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 supply Chain 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 Sub-Base West Coast and other governorates on occasion, stay overnight outside of Sub-Base West Coast 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/LOGASSIST/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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