Logistics Assistant (Local position)

PURPOSE OF THE POSITION:

Working under the Field Site Manager supervision and in close coordination with Logistic Officer and program/finance teams, the Field Logistics assistant is leading and is responsible for the field site Logistics, the fleet and the Supply Chain department performance in the site office. S/He is accountable for the quality of the logistics monthly and quarterly reporting process, at field level, and is in charge of the analysis of field logistics data to identify opportunities for enhancement of the effectiveness and efficiency of the logistics and supply chain department.

To perform this job successfully, an individual must be able to perform each essential function below.

1. Essential Job duties/Scope of work:

1-Procurement:

• The implementation and / or maintenance of standard IMC procurement policies and procedures.
• Ensuring that procurement is carried out in accordance to IMC and donor-specific polices.
• Ensure Online registration of all the procurement occurring on the site as well as maintaining a spreadsheet for timely information of the programs
• Ensuring that a transparent and responsive procurement process is implemented and maintained.
• Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Ensure timely request for vendor registrations on online catalogue to the Procurement Officer
• Ensuring that all Supplies, services and equipment required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Maintain supplier information for regularly purchased items and be informed of current local market conditions.

2-Fleet Management and Fuel

• Supervise the Driver positions
• Keep a spreadsheet of all the vehicles, motorbikes, tricycles, and generators of the site and update it on a monthly basis to keep a good track
• Manage the site fleet and organise the preventive maintenance of vehicles and keep records for each vehicle
• Manage the fuel and define a security threshold at which the replenishment will be requested
• Organise the different movement in and out of the site, and make sure to collect the necessary approval accordingly
• Verify the vehicle documentation and request for renewal prior to expiration
• Ensure the vehicles have Logbooks and make regular check to make sure the document is properly updated by the Drivers

3-Guesthouse and office Maintenance

• Initiate Small maintenance and repairs to keep the office in good working condition (Plumbing, electricity, carpentry)
• Coordinate with HR department to assure regular compliance with the contract signed with the office and guest house owners

4- Stand as Security Focal Point

• Ensure the fire extinguishers are available and replenish before complete expiry
• Stand as security Focal Point for Mora site in consultation of the Security Manager

5- Reporting

• Prepare and submit weekly report of Mora site to your client and supervisors (Administrative and Technical)
• Prepare and submit Monthly report of Mora site to your client and supervisors (Administrative and Technical)

6- Asset Management

• Ensure all asset of Mora site are given out with an asset hand-over document
• Ensure all asset are recalls back in case of termination of staff contract
• Keep an eye on all the asset and initiate, in consultation with the organization’s IT focal point, maintenances, technical evaluation and downgrades in the event that repairs are not possible

Implements any task and duty requested by his direct supervisor.

1. Required Qualifications: KNOWLEDGE AND EXPERIENCE:

• Degree in Management, economics or related field.
• 2 years of work experience in a similar position.
• Knowledge of generic procurement procedures and practices (IMC or NGO experience advantageous).
• Familiarity with major donor and local regulations / laws advantageous.
• Three years’ work experience in procurement.
• Holder of a valid driving license
• Competent in spoken and written English
• Good mathematical skills.
• Competent use of PC especially spreadsheets.
• Fluency in written and verbal French is required, English would be advantageous

1. Others :

• Security:
• Ensure compliance with security protocols and policies;
• Consider security implications of all program activities, reviewing all new initiatives with others staffs and community leaders and community volunteers.
• Compliance & Ethics:
• Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.
• Conducts work with the highest level of integrity.
• Communicates these standards to staff, if applicable, and to partners and requires them to adhere to these values.
• Ethical Conduct for IMC Staff

International Medical Corps maintains a code of standards of conduct that shall govern the performance of its employees engaged in the award and administration of contracts. No employee, officer or agent shall participate in the selection, award or administration of a contract funded by donor funds if a real or apparent conflict of interest is involved. Such a conflict arises when the employee, officer or agent, any member of his or her immediate family, partner, or an organization that employs or is about to employ any of the parties listed above, has a financial or other interest in the business selected for award. IMC officers, employees, or agents shall not solicit or accept gratuities, favors, or anything else of monetary value from contractors or parties to sub agreements. These standards provide for disciplinary action for violations of these standards by IMC officers, employees or agents.

• Prevention of Sexual Exploitation and Abuse:

Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps

• Code of Conduct:

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

• Safeguarding:

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

• Equal Opportunities:

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com*. Please do not submit your CV or application to this website, it will not be considered for review.*