Logistics Assistant

Responsibilities

1- Logistics:

• Support logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities, communication (e.g. mobile phones, laptops, printers, scanners, etc.)

• Participate in local market surveys conducted by logistics teams

• Liaise and coordinate with Medair suppliers such as transport companies, car rental agencies, insurance providers, and others, to collect the required information and to ensure proper and smooth work operations and timely payments.

• Participate in uploading and downloading Medair shipments for projects’ activities

• Assist with filing systems for logistics team, and with photocopying, scanning, and archiving of documents, in accordance with Box regulations, Medair policies, and donor requirements, including follow up with other departments and with logistics team in other bases to collect the required information and reports or any missing documents.

• Carry out frequent and thorough checks on the quality of equipment and supplies, ensuring that items are received and maintained in a good condition and that Medair is receiving ‘value for money’ on items purchased.

• Vehicle Control: monitoring MEDAIR fleet affairs, including but not limited to: monitoring vehicles consumption, maintenance plan provided by car Rental Company, renewing car rental contacts.

• Security: General awareness of security procedures and guidelines in place; abide by them and report any security-related incidents or risks/threats to the main Security Focal Point (SFP).

• Any other related duties as assigned by the line manager

2- Administration

• Ensure a clear and transparent paper trail is in place for all logistical transactions, that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements

• Contribute, as required by Logs manager, to the accurate and timely reporting of activities e.g. through weekly and monthly reports

• Follow-up with other departments for any missing documents.

3- Communication

• Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements

• Develop and maintain positive relationships with suppliers, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships

• Ensure colleagues are informed of the required logistical procedures, and be available to answer any logistical related questions and to provide coaching and guidance as necessary.