Logistician 101 views1 application

Doctors with Africa CUAMM is an International NGO based in Italy and established with the aim of supporting Developing Countries in their effort to build up equitable, sustainable and accessible Health Systems. The mission of the Organization is to reduce the excess of mortality, in developing and emergency context, caused by lack of effective health care and to contribute to improve health outcomes among the most vulnerable groups of the population.

Doctors with Africa CUAMM is working in Oromia Region, SNNP Region, Gambella Region, Tigray Region and Somali region.

Job Purpose: The Logistician attached to the Cuamm Coordination Office in Addis Ababa and is a member of Cuamm support staff and has the responsibility to provide logistic and technical support to the activities and to the staff involved in the implementation of the various projects. He/she holds four specific and distinct responsibilities: a) Store and Transport Officer; b) Logistic and Premises c) Vehicle management and maintenance

REPORTS TO    1: Country Administrator

                         2: Country Manager

Objectives

• Guarantee the optimization of the use of common resources such as vehicles, spaces, and materials, coordinating the different activities and needs
• Guarantee, in collaboration with technicians, adequate ordinary and extraordinary maintenance of the infrastructures and equipment, including IT equipment
• Guarantee adequate storage, inventory and monitoring of the use of materials.
• Ensure the smooth running of all logistical project activities in compliance with local legislation, donor rules and official agreements with the authorities
• Guarantee the availability of all the documentation necessary for the reporting of the project activities carried out and relating to the procedures followed
• Guarantee the organization of materials transport (route, means, timing, documentation, safety management) from the delivery site of the supplier
• Guarantee the management, supervision and on-job training of the logistics team to support the performance of the various CUAMM projects

Expected results

• Technical project activities supported in terms of vehicles, personnel and materials to be made available and dedicated to their implementation at the right time and in the right quantities and conditions
• Guaranteed logistics conditions suitable for the CUAMM staff
• Infrastructures and equipment, including IT equipment, operating correctly and continuously
• No stock breakage for project materials, thanks to the appropriate inventory and stocks monitoring
• Materials available in the project locations in the right quantities and according to the required timing
• Improved coordination within logistics team

Activities of the assignment

Minimum activities required to achieve the expected result 1:

•  coordinate and rationalize the use of vehicles based on the planned activity plans
•  Monitor the use of log books
• Coordinate and monitor the activity of the drivers, not only in terms of transport but also in terms of adherence to the job description
• Coordinate the use of common spaces (guest house and meeting room)

Minimum activities to achieve the expected results 2 and 3:

• In collaboration with the rest of the team, to supervise regularly the hospital/HC structure, including buildings, outdoor spaces and equipment (solar systems, medical equipment, furniture) in order to identify any structural problems and intervene promptly, minimum stock stocks of spare parts on site for routine maintenance.
•  Coordinate maintenance of IT equipment and IT support for staff

Minimum activities for achieving the expected results 4 and 5:

•  Organize, coordinate and implement the transport of materials from the delivery site of the suppliers to the project site in a timely and appropriate way
•  Promptly transport the materials and equipment required to then store and inventory them as per CUAMM and donor procedures

Detail Job Descriptions

STOCKSAND TRANSPORT MANAGEMENT

• Oversee the storage, packing and management of stocks (logistics materials, stationery and maintenance products), and provide the medical teams with technical support at the time when the Delivery is from Suppliers on Coordination Office.
• Comply with the storage rules for stored products
• Perform regular consumption checks and update stock Balance
• Take a physical inventory of all stocks and goods, in accordance with the frequency defined with the line manager.
• Regularly evaluate the storage areas used compared with the needs of the Project (volume, security, etc.); propose possible adaptations to the line manager (new organization, etc.).
• Maintain and be responsible for management for all stocks at base level.
• Upon reception of the goods, responsible for checking the quantity, state and content of packages received in comparison with the Order or Goods Received.
• If irregularities upon reception (missing or damaged packages or products, product errors, etc.) appeared, note them and inform or return it to the Suppliers.
• Ensure that all goods are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).and Packing process of all Medical items and NFI.
• Produce all stock documents according to policy and formats.
• Ensuring all assets are tagged and listed at the time of procurement, and that records are up-to-date at all times for Office Items Purchased
• Be responsible for the good state of stock for Received Items and DO for Packing items to Project office
• Responsible for the administrative supervision of internal and external orders; ensure and fill that all documents relating to orders (waybills, packing lists, etc.) are correct.
• Be responsible to keep the stocks clean and in good order
• Ensures that all the available means of transport (vehicles) are maintained in good operational conditions
• Receives and co-ordinates all transport requests in view of minimizing costs and assigns duties to the drivers
• Arranges for alternative means of transport when Project vehicles are unavailable or when convenience suggests

LOGISTICS MANAGEMENT OF THE PREMISES:

• Follows up the consumption of office material, fuel and lubricants used in the different facilities (for Vehicles)
• Checks cleanliness of different open spaces
• Ensures the maintenance of all premises (office, stores) and checks on the general state of facilities (walls, roofs, electrical installations, water supply and quality…)

VEHICLE MANAGEMENT AND MAINTENANCE

• Ensure that a fleet of vehicles that meets the needs of the Project in terms of size and quality is maintained; propose any necessary changes to the line manager.
• Oversee the effective management and regular maintenance of the vehicle fleet and correct completion of the logbook.
• Organize transport (daily movement of vehicles), in conjunction with the line manager, taking into account the needs of the Project and security considerations.
• Monitor the fuel consumption of vehicles and mechanical equipment (generators + moto bikes in the Field), and the use of spare parts on garage monthly.
• Assures that the car park is functional, being responsible for the vehicles and making sure they are in good working conditions all the time.
• Ensure the security of persons and goods during transportation.
• Supervise and train the teams of drivers, guards and any other staff involved
• Ensure the respect the vehicle management procedure
• Makes sure that the drivers are using the Log sheet for Each Vehicles
• Responsible for the transport and movement of goods in the project and to other projects (loading and offloading goods).and Decide the loaders cost

Requirements:

• High level of knowledge of Amharic and English

• Computer literacy with confident use of Microsoft Office package
• Driving license and availability to drive
• Be a team player and communicator and work under minimal supervision.

Preferably:

• 2-5 Years’ experience in Logistics with INGO
• Knowledge and experience in supervising Construction Works
• Advanced skills in IT