Logistics Assistant

Vacancy Announcement

Secours Islamique France (SIF) is a Non-Governmental Organization of international solidarity based in France. Founded in 1991, SIF is a non-profit and non-political organization that intents to help, to bring relief and to protect the lives of those threatened by natural disasters, armed conflicts or by economic collapse. SIF provides its help in respect of the cultural diversity, without any distinction of origin, religion or gender.

Position: Logistics Assistant
Number of Positions: 1 – Full time
Responsible To: Procurement and Logistics Coordinator (PLC)
Location: Ramallah Office, with frequent trips
Duration: 12 months (extendable)

SUMMARY :

The Logistic Assistant has good experience in logistic and procurement – fleet management. He/she

-Is part of the Logistics Team and under the supervision of the Procurement and Logistics Coordinator;
-Effectuates routes, transporting people and equipment for the mission’ s needs;
-Has the obligation to maintain the mission’s vehicles in good conditions;
-Respects of the logistic procedures regarding his/her function;
-Respects security rules in the mission and implement them;
-Supports the Procurement & Logistics Coordinator (PLC) in the implementation of the projects and in the daily running of logistic requirements within the Ramallah office.

Core Responsibilities

The job includes, but is not limited to the tasks and objectives described below:

DAILY RESPONSABILITIES

-Responsible for keeping in accurate and optimum condition the Logistics’ office:
 -All logistic files up to date and in good order;
 -All logistic documents in their correct place.
-Perform procurement tasks, as designated by the PLC and under SIF procurement regulations and procedures,
-Perform any other related tasks that may be assigned (photocopying, distribution of letters etc.),
-Collect quotations as delegated by PLC,
-Collect technical information from partners or contractors,
-Maintain contact lists up to date,
-Resume minutes of meetings related to logistics,
-Send and receive faxes (keeping an updated file of all correspondence sent and received), related to logistics,
-Support the PLC in tracking SIF assets to insure that the list up to date in regular bases,
-Register new assets & inventories, and keep the hard copies in a safe place,
-Collect invoices and receipts from suppliers/contractors and prepare the payment request,
-Participate in the physical inspection and monitoring process for commodities and supplies,
-Represent the PLC in some meeting with partners or contractors if needed,
-Liaise with suppliers to collect quotations and samples, verify packaging and product quality and ensure timely delivery of ordered items,
-Carry out administrative or basic maintenance tasks within the office as requested,
-Any other logistic related tasks as defined by PLC and / or other management team members.     TRANSPORTATION:
-Implement the country’s circulation rules;
-Follow up his/her supervisor’s  planning and instructions regarding the movements of SIF vehicles;
-Implement the Security Protocol of the mission in case of car or security incident while performing  his/her tasks;
-Follow up security procedures at checkpoints and when travelling in convoy;
-Transport mission’ s supplies;
-Collect items related to program  procurement and delivery ;
-Assure that the car has the appropriate documentation to travel.

MAINTENANCE OF THE VEHICLE –PREPARATION OF THE VEHICLES:

-Follow up and report to the fleet manager on all vehicles status (insurance, registration, license …);
-Ordinary and extraordinary technical maintenance of the vehicles;
-Ensure radio/phone communications;
-Follow up of the fuel consumption, keeping written records system during and outside his/her shift;
-Keep written records and documentation regarding the maintenance of the vehicle check the security boots. Reporting on the maintenance’s costs and the needs for extraordinary repairs;
-Prepare additional equipment to be brought along according to needs (fuel, stickers, flags, tools, medical kit).

PURCHASES
-Prepare the IOF, RFQ and collect price quotations;
-Fill the Comparative Bid analysis, and submit to PLC;
-Check the samples according to the specifications requirements upon delivery;
-Prepare reports and monitor expenditure as appropriate.

EQUIPMENT
-Follow-up of the equipment of the mission, its maintenance and traceability;
-Ensure warehousing of the mission’s equipment and follow up of the existent stock under the supervision of the PLC,
-Notify the PLC if any asset of the mission is missing. 

TEAM MANAGEMENT
-Participate to the recruitment of the newly employees under the guidance of the Logistics Coordinator,
-Plan and organize the team work for himself and his team,
-Capacity building of the team if needed,
-Propose trainings and workshops,
-Conduct evaluations of the team on a regular base.

Essential:
­Experience in working for INGOs,
­Minimum 3 years of relevant experience in logistics field,
­Familiar with vehicles’ maintenance, warehousing and organization of supplies,
­Ability to undertake regular travel to program sites in West Bank,
­Demonstrated commitment to working as part of a team, in a supporting role,
­Valid drivers’ license with excellent  driving skills,
­Demonstrated ability to meet deadlines under pressure, and to complete work with high quality and attention to detail,
­Experience in working in stressful, volatile context with fragile security conditions,
­Very good command of  English and Arabic language (spoken and written),
­Very good command of computer skills, and ability to write narrative reports in English,
­Flexibility in working schedule,
-Commitment to the SIF’s values and scope.

How to Apply:

Submit a resume (PDF Only), cover letter, including 3 professional references (e-mail address and phone number must be included), and a date of availability to
 

[email protected]

in English only. Incomplete applications will not be considered.  The email subject line MUST include exact position. Deadline to apply is February 18th, 2017. Only short-listed candidates will be contacted.
Please submit only by email.
 

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