JOB TITLE: Senior Logistics Officer
LOCATION:  Aden 
REPORTING TO: Logistics Manager

OVERALL PURPOSE     

The Senior Logistics Officer works as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care. The Senior Logistics Officer will provide logistical support for Medair programmes in Aden and other Governorates of the republic of Yemen. Helping to ensure the timely and cost-effective implementation of the programme.

PROJECT OVERVIEW     

Medair is in the process of establishing in Aden. Planned initial integrated responses include provision of primary health care and nutrition, with a particular focus on children and mothers
    
FUNCTIONAL LINKS 

• INTERNAL:  Logistics Manager, Project Manager and teams, HR and Finance team
• EXTERNAL: Suppliers, Service Providers, Landowners, Representatives from other NGOs, visitors including donors and media team, IDP and host community members

Responsibilities:

GENERAL TASKS     

• Uphold the humanitarian principles of humanity, neutrality, impartiality, and independence
• Respect the Medair values at all times, both within and outside of working hours 
• Know, understand, and comply with Medair internal policies and procedures
• Follow the Medair Security Plan and Policies at all times
• Adhere to Medair Nationally Recruited Staff (NRS) handbook and regulations
• Work closely with relevant parties, internal and external to provide effective logistical support to the team
• Be prepared to travel to field locations outside of Aden Governorate

LOGISTICS TASKS    

• Be the main focal point for logistics in the Medair Aden office And Aldhalee office
• Assist the Logistics Manager in the implementation of the supply chain software Microsoft Dynamics 365 in the Medair Yemen Program
• Supervise and assist the day-to-day logistical and support functions of the programme including, but not limited to:
  • Supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities, communication and IT, maintenance and asset tracking
  • Liaising with the relevant Field and Project Manager to provide effective logistical support to the projects and the field teams
  • Ensuring all activities are carried out in line with Medair guidelines and procedures and according to any donor requirements
  • Carrying out frequent and thorough checks on the quality of equipment and supplies, ensuring that items are maintained in a good condition and that Medair is receiving ‘value for money’ on items purchased
  • Working with relevant team members and field management, within the context of the local environment, to ensure the security of all Medair property and equipment
  • Fleet management and car planning
  • Coordinating the routine maintenance of base infrastructure and equipment, 
  • Liaising with external contacts, such as landlords, utility companies, local tradesmen and contractors, service providers, etc., ensuring services are delivered on time, on budget and to an acceptable standard
• Cover for the Logistics Manager when absence.
• Provide training, advice, mentoring and coaching as required to all relevant staff on logistics management, procedures, and internal controls.
• Provides technical support and guidance to medair yemen projects

ADMINISTRATION    

• Draw up, manage and periodically review contracts between Medair and external suppliers, ensuring they remain valid and relevant and that the terms and conditions are followed
• Submit accurate and timely internal reports as required by management and GSO and contribute on request to external reports
• Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements
• Provide high quality translation of documentation in both English and Arabic. 

COORDINATION & REPORTING    

• Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of base-related activities and requirements
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships 
• Work closely with colleagues and line manager to mitigate the risks of loss and fraud through open and transparent relationships and complete and accurate paperwork
• Ensure Medair has access to the latest decisions and laws published by the Government of Yemen.
• Facilitate high quality communication and follow up with relevant authorities at a national and governorate level of Yemen to import and procurement of supplies.
• Advise Medair on local laws and bureaucratic procedures in coordination.

QUALITY MANAGEMENT    

• Ensure that all paperwork is completed in an accurate and timely manner in compliance with Medair and donor requirements
• Be aware of the potential for loss or fraud in activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources
• Ensure that all purchases are evidenced with receipts and that the appropriate internal paperwork is completed, 
• Ensure that all logistics documents are filed in the appropriate folders in the daily course of duties.
• Use the Medair e-library on a regular basis to access standard logistics documents and up-to-date policies and guidelines 

STAFF MANAGEMENT    

Line manage the Logistics Staff 

• Staff plan, including leave days
• Prepare and follow up the daily work 
• Organize staff cover while assistants 
• Do appraisals, training and development planning for the line managed staff
• Have regular meetings with staff for training and follow up

TRAINING    

• Train relevant Medair staff in how to fill procurement and other logistics documents, ensure the right use of these documents.

DELEGATED RESPONSIBILITIES    

• Compliance of logistical activities with Medair, donor, national and international requirements
• External representation of Medair within the local context with officials, contractors, suppliers, other NGOs, etc. 
• Sign Purchase Orders up to 1,000 USD 
• Filing and archiving of all documents in accordance with Medair and donor guidelines
• Implementation and improvement of systems and policies 
• Any other reasonable duties related to the above areas

Role Qualifications:

Role Competencies:

WORK CONDITIONS 

Position will be based in the Medair Aden Office , with field trips outside the city/town, within Aden and other Governorates. The candidate will need to be flexible on time depending on the project needs.

Working hours will be 08:00 to 16:30 with 30 minutes for lunch. 

SALARY According to Medair standard salary scale