Mission/Roles and Responsibilities

Managing base vehicles and any other means of transport

·        Implementing rules for the management of vehicles and other means of transport

·        Managing the planning, allocation and loan of vehicles on a weekly and monthly basis and disseminate the planning to everyone on a weekly basis

·        Managing the daily scheduling and organising of vehicles for field operations.

·        Propose means of transport either by air or road, adapted to the context of the program

·        Follow all inland transportation and ensure that necessary logistic items and documents are travelling with the material. (waybill, insurance, first aid kit, etc.).

·        Managing optimal maintenance of the vehicles and follow up the daily and weekly checks consistently,

·        Monitoring the use of vehicle and fuel consumption and report monthly

·        Managing the supply of fuel for the vehicles.

·        Prepares all shipping documents, handles negotiations with the authorities if necessary.

·        In collaboration with the hierarchical referent and project manager organizes and dispatches the freighters.

·        Works in collaboration with other humanitarian actors to explore public transportation opportunities (mutualisation).

·        Ensure the reception control of the goods in the warehouse and the distribution site.

·        Control invoices, particularly those concerning fuel consumption, goods transportation, and has them validated by the line manager and then by the finance department.

·        Completing and archiving the fleet/transport file.

 Managing the warehouse, and the stock management.

·        Is responsible for stock and warehouse security.

·        Controls the quality and quantity of goods received from suppliers, buyers and other entities, comparing the purchase order with the delivery note, and reports any problems (damage, missing parts, etc.) to the line manager.

·        After receipt, immediately update the stock cards with the receipt document reference number and store the goods.

·        Ensures that items are well organized and properly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.). Ensures that the goods are delivered in accordance with FEFO (First Expired First Out) and/or FIFO (First In First Out) standards.

·        In collaboration with the program representative, carries out the physical inventory count according to the periodicity defined with the line manager.

·         If IT management, make sure to complete all the tables for monitoring the movement of goods and consumption.

·        Report the reconciliation between the materiel received and distributed.

Managing the distribution site

·        Participates in the evaluation mission to define the choice of distribution site.

·        Analyse the needs with the program manager and participate to order the necessary materiel for the installation of the distribution site.

·        Follow the activity chronogram to prepare on time the materiel needed for the distribution.

·        Supervises the daily worker for the installation of the distribution site and the implementation of security and preventive measures related to COVID 19.

·        Ensures the security of the site and the flow of people during distributions.

Assure the human resources management.

·        Supervise the drivers and daily workers in accordance with HI rules and regulation.

·        Ensures that staff work in a safe and secure environment.

·        Briefing and debriefing of mission staff involved in the implementation of activities.

Reporting and analyses.

 ·        Complete and submit the Vehicle Monitoring Chart on a monthly basis.

·        Edit and submit the stock monitoring table on weekly bases.

·        Report the reconciliation between the materiel received and distributed.

·        Report the equipment movement and allocation during the project.

·        Report any action or behaviour that compromises the safety of the team, as well as the occurrence of any incidents.

This is to list as exhaustive as possible the duties related to this job. Nevertheless, the employee is expected to be flexible according to organization’s needs and to accept extra-duties, temporarily or permanently, in respect of working hours and workload.

Required education and experiences

·         Diploma /First degree in Logistics Management, Supply Chain Management, business management. Economics and other related fields.

·         Minimum of 2 years of relevant, full-time work experience in Logistics and operation Management and Administration

·         Experience working in the development field, preferably in NGOs, with donor-funded projects

.      Attention to deadlines and detail-oriented, particularly with regard to operational service agreements, contracts, and other related legal documents

·         Team player, and able to work independently

Personal skills

·         Management Skills: influencing skills; Effective mentoring and motivational skills; Problem-solving orientation

·         Work Values: Fair with impeccable integrity; Attention to and consistent achievement of deadlines

·         Interpersonal Skills: positive professional attitude Gender-sensitive; Highly committed and motivated;

·         Skills in determining priorities

·         Excellent written and communication skills in the English language

·         Skills in MS Windows and MS Office packages (Excel, Word, PowerPoint), outlook email usage