TITLE: LOGISTICS AND ADMIN OFFICER – HODEIDA 

HODEIDA - 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 Hodeida under the direct management of the Logistics Coordinator, organize and ensure an efficient logistical support in the base and check the follow up of all logistics procedures and supervise all related activities. In addition, he/she will have some administrative responsibilities supporting HR and Finance daily activities. 

• Premises Management (office, Guest house, warehouses and its related areas);
• Fleet Management.
• Equipment Management.
• Management of Telecom and ICT related issues.
• Supply Chain Management; 
  • Stock management
  • Procurement management 
• Some tasks related to HR Management 
• Management of the petty cash of the base (small payment, keeping a cash book),

HIERARCHICAL RELATIONSHIPS

Line manager: Logistics Coordinator 
Line manager+1: Area Manager
Supervision: Drivers and daily workers (occasional)
            
RESPONSIBILITIES AND TASKS DESCRIPTION

Premises (Office / Guesthouses and Warehouses management)

• Ensures that all the premises (including Hodeida base stock) are in technical good condition; 
• In link with Logistics Coordinator, ensure a proper follow-up of lease agreement (contract renewal, payments and other details);
• Ensure to update and complete CFU (Contract follow up)
• Ensure to send monthly CFU to line manager, Logistics coordination team
• Prepare and follow the payments of running-costs;
• Identify and follow-up maintenance needs (implementation, payments);
• Act as a focal point with HR for the Cleaners (collect and solve needs or issues);
• Act as focal point for permanent expatriates concerning all needs or issues about GH;
• Ensure all the fixtures and necessary arrangements are done for all the premises;
• Ensure a proper follow up of all generators (log books, maintenance, diesel consumption, working hours)
• Any other duties related to management of premises requested by line manager

Fleet Management:

• Ensure the respect of HI procedures concerning the fleet management (Log book, maintenance, regular check, security, correct use of the vehicle, validation of new vehicles…);
• Ensure the respect of HI Procedures for all the equipment assigned to Vehicles / Drivers; 
• Responsible for the Fleet Management Database and keep updating the information related to vehicles and movements;
  • Ensure that all documentation are available in each vehicles
  • Collect and ensure the reconciliation of all documents (logbook, follow up of maintenances, …)
  • Follow-up fuel consumption
  • Responsible for the Data base updating

Supervise and manage the Drivers team:

• Contract negotiation, creation and follow up.
• In link with security team, ensure the training/ briefing of the drivers on a regular basis in order to organize regular meeting to remind the security rules. 
• Ensure the respect of HI internal rules as well as area traffic regulation 
• Ensure the respect to the fleet management procedures and policies
• Establish a weekly/monthly planning for duty drivers
• Ensure, with the support of the Manager, to maintain a good relationship between the drivers and others departments 
• Act as focal point for the driver’s requests.

Movement Management:

Base Movement:

• Act as focal point for movements requests
• Work closely with tracking team and security team.
• Responsible of the consolidation of the movements plan and keep update the movements table
• Communicate to all departments the weekly movement table
• Ensure that drivers have the necessary equipment (communication means and tracking) fully operational for each trip.

Inter-bases movement:

• Act as focal point for movements requests for Hodeida Base
• Work closely with tracking team and security team.
• Coordinate closely with coordination team for inter-bases movements
• Work closely with Log Officers from other bases to organise inter-bases movements and Kisses.
• Responsible of the consolidation of the movements plan and keep update the movements table
• Communicate to all departments the weekly movement table
• Assure that drivers have the necessary equipment (communication means and tracking) fully operational for each trip.

Equipment Management

• Ensure regular follow-up for inventory, furniture;
• Prepare and update lending certificate each time it’s necessary;
• Ensure proper follow-up of equipment (codes, guarantee, life span, maintenance, replacement planning…);
• Keep updated the (EMC) and send to line manager, on a monthly basis;
• Responsible for tagging the equipment of Hodeida base 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
• Prepare phones and laptop for new Hodeida Base staff arrivals

IT

• Identify and follow the needs of maintenance, contact IT officer coordination or service provider if necessary;
• Ensure that the means of communication are in good shape and condition and working accordingly;
• Responsible for 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;
• Link closely with coordination team for IT maintenance, security, tagging and IT equipment follow up

Supply Chain Management: 

Stock Management

• Ensure a good management of the stock, stationeries and welfare. (Reception of the local freight at office, Check-up and classification of all delivery notes…etc.)
• Make sure the storage management documents are compliant with HI procedures (when it is the case): Bin cards, stock items request, stock cards, Delivery Notes.
• Ensure reconciliation is done weekly and sent to coordination.
• Compile the weekly inventories from Hodeida base, sub base and HFs.
• Works in collaboration with Projects regarding stock movements and stock follow up and documentation.
• Manage Hodeida stock and make sure that all documents are present and well filled and filed.
• Ensure that Stock follow up (SFU) is daily updated, as well as all documents (Bin card, Stock Card, …)
• Ensure that the warehouse is clean and well organized as well as the different stocks in the different HFs.
• Ensure to select the proper vehicle according to volume and vehicle condition in link with supply.
• Ensure to select appropriate and good number of daily workers according to the activity in link with supply.
• Work closely with Projects to provide weekly updated reconciliation tools.

Procurement Management

• Ensure that the collected documents are compliant with Hl procedures: supplier stamp, signature"'etc'
• Make sure HI procurement rules are respected Hodeida base'
• Manage high amount PSR in link with Logistics Coordinator and Field Manager
• Essure PFU for Hodeida Office [purchases follow-up) is updated on a daily basis
• Manage and support base on Contract and framework agreement follow-up and update it on a monthly basis.
• Prepare the weekly treasury plan for all payments including the monthly, weekly"'etc, under the supervision of the line manager and send request to Finance Department.
• Update and communicate the Procurement plan for each delivery.
• Essure that all purchase files are completed
• Essure that all supply follows up documents are Iinked (PMC-Stock follow up)
• Report any difficulty/issue with supplier to line manager
• Work on market assessment and provide a catalogue and detailed price list

HR 

The role acts as the base HR focal point person, liaising with HQ HR in relation to

• Ensuring all HR policies, standards and procedures are correctly adhered to at base level.
• Ensuring the proper tracking of HR processes (e.g leaves, inductions, performance appraisals etc) and ensuring the relevant paperwork is forwarded to HQ HR in a timely manner.
• Ensuring the attendance register is properly kept up to date and available at all times.
• Ensuring payroll input data from the field is relayed to HR in HQ in a timely manner.
• Liaising and supporting with HQ HR on staff movements, and ensuring staff accommodation is booked on time.
• Participating in any other HR related activities as assigned by HQ HR.

Treasury

• Is the focal person on cash-flow issues,
• Ensures the provisioning of cash boxes,
• Pays in and disburses money from the cash boxes for which he or she is responsible and records the movements in a cash ledger,
• Pays advances, records them in an advance ledger and clears them,
• Regularly checks the cashbox balances against the cash ledger and the advances ledger,

Coordination and reporting

• Prepare and update Action Plan / Reporting on a monthly basis;
• Participate actively to meeting (weekly meeting, bi weekly support meeting …);
• Provide any additional support upon request of Line Manager;

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 similar field

Experience

• 1-3 years’ work experience in a similar field and preferred 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 Mocha and other governorates on occasion, stay overnight outside of Mocha 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 Hodeida, 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 AM to 4:30 PM (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.