Preliminary job information

Job Title    LOGISTICS ASSISTANT
Country and Base of posting    YEMEN SANAA
Reports hierarchically to    Logistics Officer
Creation / Replacement (incl. name)    New Position
Contract Duration  4 months renewable with probation period
Announcing Date    02/08/2021
Announcement Closing Date    15/08/2021
Work Starting Date    01/09/2021

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.

Yemen is one of the 30 poorest countries in the world with 54% of the population (2014 est.) living below the poverty line on less than two dollars a day. In parallel, since 2011 and the Yemeni revolution, the State is facing major humanitarian challenges. The transitional process failed to provide sustainable peace in the region. The country is now divided in two, with northern Yemen being under severe stress to provide for its population. In March 2015, a Saudi-led coalition began airstrikes in support of southern based pro-government forces, leading to a very unstable situation and dire humanitarian needs. 
The armed conflict has spread rapidly throughout much of Yemen since mid-March 2015, with devastating consequences for civilians. Two years of violence has led one of the world's poorest countries into chaos. Around 70% of the population, or 18.8 million people, now depend on humanitarian aid (OCHA); 2.8 million people are displaced; Dozens of schools and hospitals were the target of attacks; 17 million Yemenis are food insecure and 3 million children and pregnant or lactating women are acutely malnourished. The lack of access to safe drinking water and sanitation also affects 14 million people. 14.8 million people have no access to health care. A generation of Yemeni children is at risk, as nearly 2 million children do not have access to education because of conflict, poverty and discrimination. Yemen has turned into the number one humanitarian crisis in absolute numbers of people in need.
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. 
In 2017, PU-AMI continues to concentrate its intervention in 6 districts of Hodeida and 3 districts of Raymah. The number of IDPs in those two Governorates is very large and weight consequently on a population already living in extreme precariousness. 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, but also within an outreached approach and mobile clinics). 
In Hodeidah governorate, 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 (Mobile Health Clinic, support to Health facilities, General Food Distributions, etc.). 
In Raymah governorate, PU-AMI is responding to the ongoing nutrition crisis through the same activities as in Hodeidah (primary health care and management of acute malnutrition for children U5 and pregnant and lactating women), as well as running a Stabilization Centre for severely malnourished children with medical complications. 
As part of this integrated approach in those two governorates, PU-AMI also implements food security and livelihoods activities, mostly consisting on general food distribution and some Food For Training activities (started in 01/2017). In addition, water, hygiene and sanitation will also be part of PUI intervention in the focused area, with WASH being prioritized in the rehabilitation of health facilities to manage more effectively nutrition activities.
In May 2017, PU-AMI started being a part of the Emergency Cholera Response in Hodeida and Raymah through the set up or Oral Rehydration Points and support of one Cholera Treatment Centre in Raymah.
PU-AMI will also position itself in influencing positions, through effective participation to clusters and sub-clusters (nutrition; food security and livelihoods; WASH) and working closely with relevant government departments (MOPIC; MoPHP).The mission will explore opportunities for geographical expansion through developing and clarifying expansion criteria beyond the current Governorates and District.  

Overall objective

The Sana’a Logistics Assistant is responsible to support Sana’a 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

Team Management: S/he will ensure effective management of the Drivers, Guards and potential Daily Workers, Gardener and Technicians. 

Fleet managenment: 

Premises & Energy Management: He/She ensures good management of all the premises and energy system at Sana’a level in compliance with PU-AMI procedures.
He/she ensure good management of generator inlcuding maintenance and fuel follow up and recording running hours of genertator.

Stock Management: He/She in charge of the good management and follow-up of Sana’a stock in compliance with PU-AMI procedures.
 
Specific Goals and Related Activities

1.    TEAM MANAGEMENT

• S/he ensures the direct supervision and the management of the Drivers, Guards, potential daily workers, Gardeners and technicians in Sanaa Coordination Office.
• S/he ensures that planned activities and objectives are achieved by his team and carry out their mid-term and final staff appraisals.
• S/he participates in the hiring process of staff under him/her (Drivers, Guards, Potential Daily Workers, gardeners and technicians) with support from the Deputy Logistics Coordinator and Admin Manager.
• S/he ensures compliance with PU-AMI Internal Rules and Procedures at Sanaa level and ensures that procedures, processes (Fleet, Transport, Premises Management) are known and respected.
• S/he ensures onboarding of new staff under his docket and to the logistics department, briefing and inducting them to PU-AMI work, relevant tools and procedures, as well as proper understanding of PU-AMI policies with the support of the Logistics Officer

2.    FLEET MANAGEMENT

• Managing all vehicles at the PU-AMI Office in Sana’a including day-to-day movement planning and allocation.
• Conduct weekly vehicle inspection and submit forms to the Logistics Officer.
• Manage the planning and execution of maintenance and repair work on mission vehicle and make sure the documentation for the car is valid (registration, insurance etc.).     
• Ensure that a complete breakdown and first aid kits are available on board of all vehicles.    
• Determine when and what kind of maintenance the vehicle needs, keep track of general maintenance schedules and report to the line manager for action.
• Ensure sound running of the vehicles assigned and arrange minor repairs where necessary.
• Make sure drivers check oil, water and tires properly and keep the lease vehicles in clean condition, both inside and outside.
• Verifying the vehicles meet the safety standards and are adequately equipped using vehicle check list
• Ensuring laws and regulations with regard to road movement and vehicle maintenance and ensure everybody understand movement SOP
• Check that vehicle logbooks are implemented and correctly used on weekly basis.    
• Managing transportation of materials and ensuring the loading & offloading of items

3.    PREMISES & ENERGY MANAGEMENT

• Responsible for ensuring that all the premises (including office, guest house and warehouses) are in technical and working good condition.
• Ensure regular maintenance of Equipment (Generator, Solar System, Electrical works) and premises.
• Receive, Manage and report Fuel usage, ensure correct and proper follow-up of fuel and utilization of the generator (periodic maintenance) updating fuel follow regularly and sent to Logistics officer on monthly basis
• Monitor fuel storage, fuel requests, consumption as well as fuel stocks.
• Ensure at all times the solar system is in good working condition, propose any improvements and correct follow-up and implement preventative maintenance on time.
• Responsible for reporting to the 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.

4.    STOCK MANAGEMENT

• Ensure the management of Stock in 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.
• Manage transportation of materials in coordination with Logistics Officer and program teams to project sites.
• 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.

5.    FILING & REPORTING

• Archive logistics files and documents with a view to maintaining the office filing system and electronic filing system.
• Maintain the Logistics Department archive, making sure files are properly stored and easily accessible, safekeeping of documents.
• Ensure update and sending of the following reports:
  • Fuel Consumption Report.
  • Stock Follow Up Report
  • Inventory List.
  • Maintenance Follow Up.
  • Guards & VHLs Rosters

Focus on 4 priority activities relating to the context of the mission

• Follow-up and management of premises & Energy of PU-AMI.
• Ensure a proper management of stock according to PU-AMI guidelines.
• Manage Drivers & Guards.
• Assisting the logistics officer for all procurement when requested.

Team Management

Hierarchical link

• Direct functional management: Logistics Officer
• Indirect management: Deputy Logistics Coordinator.

Manage

• Direct management: Security Guards & Drivers 
• In-Direct management: Potential daily workers.

Required Profile

Required knowledge and skills

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Reliable, sense of details, rigorous
• Team player with good interpersonal skills
• Able to manage own personal stress level
• Knowledge of humanitarian sector, project to reinforce negotiation mechanism with suppliers
• Good communication, negotiation, and representation skills
• Able to take initiatives
• Flexible, patient