Logistics Assistant

Responsibility 1: Provide General support to the logistics department:

1.1 Procurement:

•  Respect HI purchase procedures in the mission when processing procurement requests.
•  Assist in the supply of materials/ services for HI premises in the site.
•  Assist the Logistics Officer to organize the different stages of the local purchasing of goods and services: market surveys, quotations, pro forma requests, ordering, receipt, conformity checks, and organize necessary transportation (mode, packaging, planning and monitoring of dispatches, tax exemptions, reception, payments…).
• Follow up the site purchase files archiving and ensure it’s up to date according to HI rules.
• Assist in entering data on (PMC, VMC, Taxi Sheet and Driver Sheet).
• Ensure the supplier's database up-to-date corresponding to HI’s needs and criteria (Quality, price, service and ethics).
• Follow up the office running costs/suppliers’ payments.

1.2 Equipment:

• Ensure that equipment such as cameras, projector, radios, sat phones are securely locked down when not in use.
• Assist the logistics officer in ensuring that all records are tracked in the Equipment Monitoring Chart ( EMC )
• Assist in the update of the site EMC regularly.
• Stick HI Equipment number on every new equipment.
• Identify the site needs in terms of equipment, advice/report to logistics officer its allocation, and usage.
• Provide basic support to the maintenance of equipment such as change printer cartridges, clear paper jams, verifying equipment status, re-plug cables as necessary.

Responsibility 2: FLEET MANAGEMENT:

• With the assistance from the log officer, the log assistant will Supervise the driver in the maintenance and the check-up of the vehicle by ensuring proper day-to-day maintenance and cleaning of the assigned vehicle through timely minor repairs, arrangements of major repairs, timely changes of oil, check of tires, brakes, car washing, re-fuel, etc.….
• Take responsibility for ensuring that the basics rules of passive security are respected (e.g. cleanliness, order, access to extinguishers, and access to existing.)
• Ensure cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.
• Every month, organize a complete check-up of the cars at the rental company
• Follow up and check the administrative tools (cars documentation, logbook, weekly checking…)
• Ensure the availability of all required documents and supplies including vehicle license, insurance, vehicle logs, and map of the city/country, first aid kit, and necessary spare parts.
• Ensure the vehicle kit is complete.
• Assist in all the issues linked to the rental of cars: market survey, contracts, and insurance and maintenance costs charged by the rental company.
• File all vehicles related documents and charts.

Responsibility 3: GENERAL SERVICES (STAFF TRAVELS / PREMISES):

3.1 Follow Staff Travels /Documents

• Make sure that collected information is displayed on the staff movement sheet and updated when needed.
• Monitor the allocation and availability of vehicles: set up a weekly plan for the vehicle to be matching with the staff movement plan.
• Assist in organizing travels by taxis/shuttle/ HI Vehicle according to the availability of the vehicle and the movements forecasted
• Assist in organizing mission visitors’ accommodations (Guesthouse, hotel, keys, cell phone, welcome leaflet, contact list, etc.…).

3.2 Premises (Offices, Staff Accommodations, Guest houses)

• Arrange for maintenance of premises and minor repairs (office, guesthouse)
• Follow up the renovation and maintenance of structures (office, guesthouse)
• Manage the running of premises (electricity, water, gas…..)
• Support in identifying possibilities for premises rental when needed
• Follow up the set-up of the security system on the mission premises, fit it with the general safety measurements, ensure the installation of the equipment’s/materials, and its maintenance when required.
• Monitor HI premises consumptions in terms of electricity, water, communications….etc.

Responsibility 4: Carry Out Driving Duties:

• Drives HI employees to, fieldwork sites, and various locations as per the assignments received from the Log Office
• Respect the rules governing the use of the vehicle
• Ensure that all immediate actions required by rules and regulations are taken in case of involvement field work in accidents.
• Ensure that all safety equipment and driving documents are available prior to each trip
• Observing safe driving practices and respecting speed limits as required within the driving rules
• Report to the line manager any security event occurred or heard during the field work
• Presents safety briefing to passengers (visitors) prior to each trip departure.