Preliminary job information

• Job Title    LOGISTIC ASSISTANT
• Country and Base of posting    YEMEN, HAYS
• Reports hierarchically to    TFC MD TEAM LEADER
• Management    N/A
• Creation / Replacement (incl. name)    Creation
• Contract Duration    6 months (renewable)
• Announcing Date    06 June , 2023
• Announcement Closing Date    19 June , 2023
• Work Starting Date    ASAP

‘’Priority will be given to the local community and are strongly encouraged to apply ‘’

General information on the mission

PU-AMI’s Context & strategy:

Première Urgence - Aide Médicale Internationale (PU-AMI) is an international, non-profit, non-political, and non-religious humanitarian organization which aims to provide rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity. PU-AMI provides assistance to more than 6 million people throughout 24 countries, with more than 2,500 staff worldwide.
PU-AMI adopts an integrated approach, to identify and understand the full array of the needs of the people affected by crises. This innovative approach is at the core of every PU-AMI-supported projects, to better target and prioritize actions, stabilize and improve the situation of the most vulnerable groups. It allows the teams to take all aspects of a problem into account, to come up with an efficient combination of solutions, which will have a powerful and long-lasting impact on the affected populations. In this respect, the organization runs around 190 projects a year worldwide, most of which are focused on Health, Nutrition, Food Security, Water, Sanitation and Hygiene, Psychosocial Support, Education and Protection activities. 
In Yemen, PU-AMI is supporting 18 health facilities (Health Centers, Health Units and Therapeutic Feeding Centers) in four Districts in Hodeidah (Al Mighlaf, As Sukhnah, Al Mansuriyah and Al Qanawis), three Districts in Raymah (Bilad At Ta’am, Al Jabin and Mazhar) and two Districts in Taizz (Al Mokha and Mawza). PU-AMI’s operations are managed by two field offices in Hodeidah and Mokha cities, both supported by the Sana’a coordination office. PU-AMI recently established a second coordination office in Aden. 
PU-AMI is participating actively in clusters and sub-clusters (health; nutrition; food security and livelihoods; WaSH) and works closely with relevant government departments.

Overall objective

The TFC Logistic Assistant will be responsible for the Tracking, Delivery, Storage, Issue, and dispatch of TFC inventories. This includes the discharge take-home food ration, TFC cleaning materials, Meals for the guardian of the admitted children, storage and stocking, stationaries, and equipment. S/He will ensure there is proper update and tracking of received amounts of inventories and report weekly on the stock movement and balances in stock as may be required by the Line Manager. S/He will ensure that the set quality parameters are adhered to during reception, storage, and distribution and that damaged and expired commodities are reported and isolated as may be instructed by the line manager.

Tasks and Responsibilities

1.    S/he will directly supervise drivers, Loaders potential daily workers involved in the reception, storage, dispatch of the TFC inventories.
2.    S/he will ensure Daily Worker and Payments for the Daily Workers is properly documented and reported in a timely manner.
3.    S/he may participate in the hiring of the Daily Workers with support from the TFC Team leader
4.    S/he will ensure all those involved adhere to the PU-AMI Internal Rules and Procedures governing the warehousing management including the Standard Operating Procedures, processes, stock, transport, and storage. 

Specific Goals and Related Activities

1.    LOGISTICS, STORAGE & ADMINISTRATION

• S/He will work with the logistics department to receive stocks, food ration after discharge and ensure that Goods Received Notes, Delivery Notes, Waybills, and other records are kept and reported accurately and in a timely manner in accordance with PU-AMI rules and procedures.
• S/He will ensure proper Stock Control through physical counts, random weight checks, rejection, and Reporting. In case of damage, S/He will follow up with logistics department to engage the supplier for replacement of the affected quantities, reconstitution of the food ration, and delivery.
• S/He will work with the TFC Team leader and other Stakeholders to distribute the food ration, while matching them with Distribution Plan Quantities, and assist in the distribution to the beneficiaries while keeping records at each stage.
• S/He will ensure good warehousing practices; always maintain dean and pest-free storage conditions, manage the offloading and stacking of the commodities, keep updated records on stack cards. according to PU-AMI rules and procedures.
• S/He will ensure periodic physical inventory checks for all food ration and distribution related Material stocks and always keep records of the same.
• S/He will identify any faults in facilities used for storage, distribution and holding of the Food rations and report to the TFC Team leader for maintenance.
• S/He will receive Cash advances for the purpose of handling the Food Baskets, carrying out Distribution, Offloading and dispatch of the Food Basket.
• S/He will ensure signatures and are obtained for the paid amounts, collect, and keep all required documents, vouchers, beneficiaries Fingers, and Payment allowance to beneficiaries and clear the advance on time with all relevant and required documentation.
• S/He will ensure all processes are done according to PU-AMI rules and procedures. 
• S/He will prepare and share, weekly/monthly stock records on received, dispatched, and distributed amounts and other related reports as d from time to time.

2.    FLEET AND TRANSPORTATION

• S/He will work with the TFC Team leader on any Fleet needs for the purpose of TFC activities.
• S/He will work with the TFC Team leader to ensure there is proper planning of movements.

S/He will work with the Logistics Department to follow up on the Food ration movements between Mokha and Hays to the TFC

3.    REPORTING AND DISSEMINATION OF INFORMATION    

• S/He will be the focal point for All Food rations Activities.
• S/He will prepare and share Monthly Movement Requests and with the programme counterparts in ensuring proper follow up. 
• S/He will properly archive all inventories including food ration documentation, in accordance with PU-AMI procedures and donors' guidelines.
• S/He will prepare accurate weekly and monthly Logistics Reports to be shared with the Health & Nutrition Manager and Logistics department as and when required. 
• S/He will work closely with the MEAL Officer in the verification of the SAM cases, as well as the update of the Databases, distribution lists, and finalization of distribution cards

Team Management

Number of people to manage and their position. 

• Direct manager – TFC Team Leader 
• Indirect management – TFC Logistic Assistant, Medical doctor, TFC Nurse 
• Functional links – TFC Cook

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

• Good human relations and diplomacy – Analytical capacity – Capacity to organize the work and supervise the team
• Experience in problems linked with humanitarian crises 
• Good knowledge of English (read, written, spoken)
• Capacity to work under stressful situations
• Communication skills.