Ended Logistics Assistant

The Job

Vacancy Number

MOKHA - LOGISTICS ASSISTANT

Job Title

LOGISTICS ASSISTANT

Base of posting

Al Mokha

Reports hierarchically to

Logistics Officer

Management

N/A

Creation / Replacement (incl. name)

Creation

Contract Duration

3 months (renewable)

Announcing Date

13/01/2020

Announcement Closing Date

27/01/2020

Work Starting Date

Upon budget approval

Application submission information

Interested candidates should submit their applications with letter of motivation, recent resume, photo ID and diplomas and any other relevant certificates (work, trainings..), contact (phone/email) by

-           EMAIL to yem.mok.recruitment@pu-ami.org with the subject “MOKHA - LOGISTICS ASSISTANT”

 

General information on the mission

Context

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilian victims of marginalization and exclusion, or those hit by natural disasters, wars and economic collapses by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. The association leads in average 190 projects a year in the following sectors of intervention: Food Security, Health, Nutrition, Construction and Rehabilitation of infrastructures, Water, Sanitation, Hygiene and Economic Recovery. PU-AMI is providing assistance to around 5 million people in 20 countries across Africa, Asia, the Middle East, Eastern Europe and France.

PU-AMI’s history in the country and intervention strategy

PU-AMI has been present in Yemen since 2007. From 2007 to 2011, PU-AMI supported the primary health system in Hodeidah Governorate. After a one-year stand-by in 2011 due to security reasons, the mission re-started in July 2012 with a nutrition project focusing both on emergency response and a longer term community-based approach in Hodeidah and extended its activity in Raymah Governorate.

Since 2017, PU-AMI continues to concentrate its intervention in 6 districts of Hodeida and 3 districts of Raymah, where a high number of IDPs are stressing the capacity of the health system to cope in an already extreme precarious situation. The core field of intervention for PU-AMI in these Governorates is an integrated approach on nutrition including community-based activities (OTP/SFP and community mobilization as a strong component of the program, within health facilities and outreach activities.

In Hodeidah and Raymah governorates, PU-AMI works to contribute to reduce the impact and severity of nutritional challenges and to improve health status of most vulnerable populations, through supplementary nutrition integrated response based upon health, hygiene and nutrition education and capacity building. In Rayma, PU-AMI is supporting a stabilisation centre for severely malnourished children with medical complications

In Mokha PU-AMI’s planed intervention aims to contribute to the improvement of the health and nutrition status of most vulnerable populations in the area, through an integrated approach including rehabilitation of health facilities, trainings, capacity building, as well hygiene and health promotion activities.

 

Job Description

Overall objective

The Mokha Logistics Assistant is responsible to support Mokha logistics department under the direct supervision of the Logistics Officer in order to support the implementation of the programs activities on a timely and good quality basis, and in compliance with PU-AMI procedures and donors’ guidelines.

Tasks and Responsibilities

  1. Supply chain: He/She assists the Logistics Officer in the good management and documentation of all the supply chain activities at Mokha base level in order to provide the means for programs’ implementation on a timely and good quality basis, and in compliance with PU-AMI procedures and donors’ guidelines.
  2. Stock management: He/She assists the Logistics Officer in the good management and follow-up of Mokha stock in compliance with PU-AMI procedures.
  3. Assets and premises: He/She assists the Logistics Officer in the good management of all the equipments and premises at Mokha base level in compliance with PU-AMI procedures and donors’ guidelines.
  4. Premises: He/She ensures that all PU-AMI premises (offices, accomodations, warehouses) are in good condition.
  1. Coordination, reporting and dissemination of information : He /She ensures that all reporting tools are used, information compiled and disseminated accordingly.

Specific Goals and Related Activities

1- PROCUREMENT

  1. To assist in the procurement of goods and services is based on authorized requisitions in line with PU-AMI logistics policies procedures and in accordance with the division of responsibilities.
  2. Collect the quotations to prepare all Procurement Documentation and submit to the Logistics Officer
  3. Ensure filing and maintenance through the proper record, keeping and safety of all logistics files and supply transactions (PRs, quotations, Bid Analyses tenders, requisitions, purchase order forms, goods received notes, receipts, waybills, and all other documents) both electronically and manually as may be required for audit trail.
  4. Ensure all suppliers' invoices are delivered on time for the payment process, copy all payments before forwarding to finance for processing.
  5. Assisting To keep records of and maintain contacts with suppliers and local repair/maintenance shops, and to conduct price comparisons among them, in order to get the best deals.
  6. Liaise with the Logistics Officer to ensure proper forecast of needs for procurement at Mokha.
  7. Responsible to Immediately Report to Line Manager for any area where further management consideration is required.

 

2- STOCK MANAGEMENT

  1. Ensure the management of Stock and Warehouse according to the procedures outlined in the Logistics Manual
  2. Reception of material from suppliers by ensuring the compliance with Purchase Order (Quantity/Quality).
  3. Ensure use of GRN for each transaction related to reception of materials and waybills for each transaction related to the issuance of materials
  4. Maintain strict control over inventory levels in order to meet internal and external demands of the product.
  5. Raise alert in case of low stock for critical supplies, when stock level reaches to reorder or minimum levels
  6. Ensure the manual filing system is accurate and systematic, so that information can be found easily 
  7. Manage transportation of materials in coordination with Logistics Officer and program teams to project sites
  8. Ensure proper checking of goods deliveries for correct quality and quantity, goods dispatches for accuracy
  9. Ensure warehouse is clean and tidy at all times taking care of all health & safety aspects of the warehouse in line with PU-AMI procedures & the country standard requirements

 

3- ASSETS, EQUIPMENT AND IT MANAGEMENT

  1. Ensure that all assets and equipment are tagged
  2. Ensure the tracking of the assets/equipment from one location to another or one user to another
  3. Ensure the use/maintenance of assets/equipment according to standards
  4. Ensure the manual asset and equipment inventory filing system is accurate and systematic, so that information can be found easily 
  5. Conduct Physical asset and inventory verifications as required and report discrepancies to line manager
  6. Ensure that all assets and equipment inventory is in good working condition at all times
  7. Organize the installation, safe-guarding and monitoring of materials
  8. Implement backup and data-protection procedures
  9. Ensure the maintenance and correct use of IT and telecommunication equipment
  10. Provide technical assistance to teams

 

4- PREMISES MANAGEMENT

  1. Responsible for ensuring that all the premises (including warehouses) are in technical and working good condition;
  2. 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.
  3. Any other duties related to the management of premises requested by the line manager

 

5- FILING & REPORTING

  1. Keep updated reliable filing system for all the goods received, stored and dispatched.
  2. Monitor the fuel consumption of PU-AMI Generators and report accordingly.
  3. Responsible to Immediately Report to Line Manager for any area where further management consideration is required.

 

Focus on 3 priority activities relating to the context of the mission

  1. Follow-up and management of equipment and premises of PU-AMI.
  2. Assisting the logistics officer for all procurement for Mokha and Aden Bases.
  3. Ensure a proper management of stock according to PU-AMI guidelines.

General organization of the work

Hierarchical link

  1. Direct functional management: Logistics Officer
  2. Indirect management: Field Co, Base Log-Admin

Manage

  1. Direct management: N/A
  2. Supervises: N/A

Work Schedule:

  1. Office hours: from Sunday to Thursday
How to Apply

If you believe that you have the qualifications and skills to excel in this position, please send a one page cover letter and a CV in English as well as relevant diploma and other certificates by email to yem.mok.recruitment@pu-ami.org no later than 27/01/2020. The subject of the email should be heading « MOKHA - LOGISTICS ASSISTANT ».

Only applications respecting these criteria will be considered. Do not apply unless you meet minimum application requirements or you will not be considered.

We reserve the right to close the recruitment before the date indicated.

Only short-listed candidates will be contacted


TOP