Logistics Assistant
Driving & Logistics Jobs
- International Medical Corps
- Expires 27 Jan 2025
- Masvingo
- Full Time
Job Description
Logistics Assistant
Duty Station
Masvingo
Deadline
27 January 2025
Employment Type
Full Time
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 provided at the end of this document.
JOB SUMMARY
The Logistics Assistant under the line management of the Country Logistics Manager will be responsible for effectively and efficiently supporting the logistics department with daily tasks, activities and ensuring logistics support for BHA program in accordance with International Medical Corps Logistics policies and procedures. Fundamental to this role is the ability to build rapport with external partners such as vendors and other potential stakeholders. The incumbent should be able to submit corporate periodic reports in a timely manner.
Duties and Responsibilities
JOB DESCRIPTION
Logistics
• Participates in the implementation of the technical choices, policies and logistical procedures defined by the technical referent, and ensures their proper application as well as the correct use of logistical monitoring tools and documents.
• In liaison with the Operations Officer, ensures the proper use, monitoring, and regular maintenance (in compliance with IMC standards), as well as the safeguarding of all the infrastructures, installations, and equipment of the Project, notably through the implementation and monitoring of security measures/rules.
• Ensures the upkeep and maintenance of the warehouses and offices in the field.
• Plan warehouses and distribution to improve operational efficiency and capacity.
• Efficiently organize transportation activities, including storage of goods, management of information from point of origin to delivery, streamlining transport, movements, and safety thereof
• Coordinate and track the movement of goods through logistics channels.
Assets
• Management of assets through proper recording, accounting, and tagging of the Mission assets in line with the organization’s Policy
• Tracking all asset movement by location in line with organization’s Policy including acting on missing and broken assets
• Keeping all assets at the district level up to date in the Cost Point (Mission Operating System)
Procurement
• Organizes the supply system according to local or regional regulations or in direct agreement with the logistics coordinator, depending on the import facilities for equipment and/or medicines.
• Carries out local purchases in accordance with the supply rules. Guarantees the quality of the products, the service provided, the timeframe and the competitiveness of the prices (several quotes), in compliance with ethically and in line with global procurement manual.
• Ensures the processing of procurement requests, sending the request for quotation, preparing comparison sheets, raise purchase orders, seeking approvals thereof and updating the on-line procurement tracking tools.
• Ensures the conditions of receipt of freight or material arriving by truck, as well as the organization and preparation (including packaging and documentation) of the material to be sent. Keeps applicant and budget holder informed of progress by sharing stock reports.
• Ensures timely processing of vendors’ invoices.
• Participate in the regular update of the project's approved vendor list as needed.
• Verify that all items are purchased at cost effective and transparent manner throughout the whole procurement process.
• Support programs by ensuring standards of goods and services purchased are met and that background checks and due diligence audits are conducted on all vendors as appropriate.
• Ensure that the service providers are paid timely and manage them so that down time is minimized and accounted for
Stocks
• Respect the rules of storage relative to the stored products (food, dangerous products,)
• Ensures the daily follow-up of the movements (consumption), the update of the stock cards.
• Carries out, according to the frequency defined with the technical referent, a physical inventory of all the stocks, as well as of all the goods of the organization.
• Contribute to maintaining a reliable supply of services (water, electricity, security, etc.) to program offices all times.
• Ensures that project staff are briefed on the operation and use of communications equipment.
Human Resources
• Collate information from all project drivers so that s/he keeps all the fleet records are updated all times and monthly reports are available two days after month-end.
• •Ensures that the logistics staff is managed in accordance with IMC rules and procedures and the laws of the country.
Administration
• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor regulations and local laws.
• Maintains a network of contacts in his/her field of expertise (partners, other NGOs, local authorities, suppliers, etc.); participates in logistical meetings with IMC partners.
• Communicates daily with the logistics coordinator on progress, achievements, and challenges. to ensure a clear understanding of each other's activities and priorities.
Reporting
• Ensures timely submission timely of mandatory field logistics reports to the Country Logistics Manager team, and Country Logistics management team, in line with IMC policies and procedures.
• Immediately communicates to his/her line manager and/or technical supervisor any information that has or may have an impact on the safety of assets.
• Immediately report to the line manager any problems that occur on the Project, including damage, loss, attempted break-in, or theft.
Code of Conduct
It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.
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.
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.
Qualifications and Experience
QUALIFICATIONS
•Minimum of bachelor’s degree in Procurement/Logistics/Supply Chain or equivalent and should be a member of professional body, either CIPS or CILT.
•Minimum of 2 years’ experience in logistics or supply chain or, experience in NGO is essential. Excellent knowledge of Microsoft Office (Word/Excel/PowerPoint/Outlook/Access)
•Computer literate and able to provide support to colleagues.
How to Apply
