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Job Description
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Overall objective
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The Aden Logistics Assistant is responsible to support Aden office under the direct supervision of the Area Coordinator 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.
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Tasks and Responsibilities
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- Supply chain: He/She supports the good management and documentation of all the supply chain activities at Aden office in order to provide the means for actives’ implementation on a timely and good quality basis, and in compliance with PU-AMI procedures and donors’ guidelines.
- Stock management: He/She ensures the good management and follow-up of Aden office stock in compliance with PU-AMI procedures.
- Assets and premises: He/She ensures the good management of all the equipments and premises at Aden office in compliance with PU-AMI procedures and donors’ guidelines.
- Premises: He/She ensures that all PU-AMI premises (offices, accomodations, warehouses) are in good condition.
- Coordination, reporting and dissemination of information : He /She ensures that all reporting tools are used, information compiled and disseminated accordingly.
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Specific Goals and Related Activities
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1. PROCUREMENT
- To facilitate 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.
- Collect the quotations to prepare all Procurement Documentation and submit to the Area Coordinator
- 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.
- Ensure all suppliers' invoices are delivered on time for the payment process, copy all payments before forwarding to finance for processing.
- Maintain records and contacts of suppliers and local repair/maintenance shops, and to conduct price comparisons among them, in order to get the best deals.
- Liaise with the Area Coordinator to ensure proper forecast of needs for procurement at Aden office.
- Responsible to Immediately Report to Area Coordinator for any area where further management consideration is required.
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2. STOCK MANAGEMENT
- Ensure the management of Stock and assist the Pharmacist in drug warehousing in Aden according to the procedures outlined in the Logistics Manual
- Reception of material from suppliers by ensuring the compliance with Purchase Order (Quantity/Quality).
- Ensure use of GRN for each transaction related to reception of materials and waybills for each transaction related to the issuance of materials
- Maintain strict control over inventory levels in order to meet internal and external demands of the product.
- Raise alert in case of low stock for critical supplies, when stock level reaches to reorder or minimum levels
- Ensure the manual filing system is accurate and systematic, so that information can be found easily
- Manage Aden office travel/ transportation requirements in consultation with the Area Coordinator or Logistics coordinator and other Office staff.
- Ensure proper checking of goods deliveries for correct quality and quantity, goods dispatches for accuracy
- 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
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3. ASSETS, EQUIPMENT AND IT MANAGEMENT
- Ensure that all assets and equipment are tagged
- Ensure the tracking of the assets/equipment from one location to another or one user to another
- Ensure the use/maintenance of assets/equipment according to standards
- Ensure the manual asset and equipment inventory filing system is accurate and systematic, so that information can be found easily
- Conduct Physical asset and inventory verifications as required and report discrepancies to line manager
- Ensure that all assets and equipment inventory is in good working condition at all times
- Organize the installation, safe-guarding and monitoring of materials
- Implement backup and data-protection procedures
- Ensure the maintenance and correct use of IT and telecommunication equipment
- Provide technical assistance to teams
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4. INFORMATION TECHNOLOGY (IT)
- S/He will ensure installation, configuration, follow-up and maintenance of Laptops, Desktops, MS Windows, MS Office, Outlook accounts, anti-virus and other custom software.
- S/He will make suggestions on network hardware requirement, software upgrades and improvements
- S/he will proactively work with the Country IT Officer to create and maintain effective inventory of IT and communication equipment at base level.
- S/He will assist the Country IT Officer in sizing the IT equipment fleet in the best way to ensure the best working conditions to all PU-AMI employees in Mokha/Aden.
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5. SECURITY
- He/She ensures that all premises at base level are properly equipped in compliance with PU-AMI security guidelines (hibernation kits, first aid kits and extinguishers mainly, basement installation).
- He/She ensures that all transportation means at base level are equipped and used in compliance with PU-AMI security guidelines.
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6. 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.
- Any other duties related to the management of premises requested by the line manager
- He/She ensures that all the energy means necessary at base level are available, functioning well and are managed in compliance with PU-AMI procedures.
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7. FILING & REPORTING
- Keep updated reliable filing system for all the goods received, stored and dispatched.
- Monitor the fuel consumption of Aden office Generators and report accordingly.
- Responsible to Immediately Report to Line Manager for any area where further management consideration is required.
- He/She ensures preparation of the full monthly logistics report of Aden Base at the beginning of each following month, and sending to the Area Coordinator for review before sharing with the Coordination.
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Focus on 3 priority activities relating to the context of the mission
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- Follow-up and management of equipment and premises of PU-AMI Aden office.
- Ensure all procurement documents are in place for Aden office.
- Ensure a proper management of stock according to PU-AMI guidelines.
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General organization of the work
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Hierarchical link
- Direct functional management: Area Coordinator
- Indirect management: Log Co, Base Log-Admin
Manage
- Direct management: N/A
- Supervises: 1/2 Guards and 1 Driver
Work Schedule:
- Office hours: from Sunday to Thursday
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Required Profile
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Required knowledge and skills
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Required
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desirable
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Education / Training
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- University Degree in relevant logistics field
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- University degree in Information Technology, Computer Science/Engineering, Mechanics, Logistics, Transport management
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Professional experience
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- Previous experience in Information Technology (IT) in a fairly medium to large commercial and or humanitarian setting
- Consideravle knowledge and experience in Logistics, Transport management, Mechanics, contracting and property management
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- Over 3 years’ progressive experience with I/NGOs
- Experience in Similar position in I/NGOs
- Excellent Planning, Logistics, IT, Transport management and contracting skills.
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Knowledge and skills
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- Strong fleet management skills and with the ability to make suggestions and propose solutions.
- Moderate to high Organisational and analytical skills with Moderate to high collaboration skills with effective interpersonal and analytical skills, able to work seamlessly across governorates and organizational units to deliver results.
- Ability to work in highly matrixed structure and deliver Training and coaching sessions
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- Ability to work with international staff
- Ability to work in unstable circumstances
- Excellent Report Writing skills
- Training and Coaching skills
- Knowledge of WASH, Construction, maintenance and Medical procurements.
- IT skills and knowledge
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Languages
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- Fluency in English required, spoken proficiency in Arabic a requirement Both
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- Fluency in both English and Arabic Languages (Writing and Speaking).
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Software
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- Microsoft Office (Word and Excel)
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- Advanced knowledge of Microsoft Office (Word, Excel, Outlook) a requirement
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Required Personal Characteristics
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- Team spirit, flexible and positive attitude
- Independence, ability to take the initiative and strong sense of responsibility
- Good stress management skills, able to work under pressure and meet deadlines
- Sense of diplomacy and negotiation
- Good analysis and discernment capacities
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- Organization and priority management
- Adaptability to changing priorities
- Sense of involvement
- Trustworthiness, honesty transparency
- Commitment to humanitarian principles
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Other
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- Motivation to help people in need
- Conflict resolution and diplomacy experience
- Good communication and diplomacy skills to manage relationship in potentially tense situations
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