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Duties and responsibilities:
- Objective 1: Supply Chain Management (30%);
- Ensuring understanding and application of AAH purchasing procedures and new tools; ethical purchasing policy; conflict of interest management protocol and procurement policy.
- Supervision of the program procurement process.
- To support the various technical and logistics referents in drawing up and monitoring tendering procedures in accordance with national legislation.
- Enforcement of AAH and donor Logistics guidelines in all logistics procedures.
- Obtaining necessary data for Project Procurement Plans and project proposals; draft and supervise the implementation of Project Procurement Plans and alert the Logistics Coordinator of any operational delays.
- Anticipate the different markets and procedures to be respected according to AAH procedures as well for donors.
- Establish framework contracts with appropriate suppliers according to the Kit Log V3.6 guidelines and under the supervision of the Line manager .
- Informing the Admin of the forecasted expenses.
- Ensure payments are submitted in timely manner to Finance .
- Follow-up with Finance for payment release.
- Ensure that Procurement Follow-up (PFU), Stock Follow-up (SFU), Stock Reports, Contract Follow-up (CFU) are updated regularly and ensure weekly sharing of purchasing monitoring with logistics coordination, technical staff and the Head of Base.
- Conduct market and supplier surveys on a regular basis. Where necessary support program managers in program related market assessments.
- Ensure a price list per base.
- Ensure suppliers database is updated .
- Prepare all contracts at base level.
- Monitor the management of spare parts and programme stock (storage conditions, reports, expiry dates); ?Ensure the proper management and monitoring of fuel stock and carry out the necessary periodic inventories ?Check deliveries to requesting departments, programme bases and partners .
- Ensure validation of Procurement Requests and procurement dossiers at base level in accordance with the authorized signature system; transmitting dossiers to Coordination team for higher levels of validation.
- Control electronic archiving and keep physical copies of archiving sent to the capital .
- Sending purchasing documents to the capital for archiving at a frequency defined by the logistics coordinator .
- Providing temporary support to other bases’ logistics teams (trips to other bases, purchases to be done for other bases)
- Objective 2: Ensures compliance in Supply Chain Management (5%)
- Ensure all logistics and programme staff apply AAH policies in SCM and all archiving of documents is done according to the Kit Log procedures and donor regulations.
- Conducting spot checks to procedures carried out at base level .
- Providing any missing supporting documents for audit procedures.
- Make sure all the supply chain documentation (PD, PR, SRO, DN, etc.) is scanned and archived in soft copy (on Office 365) and in hard copy in the archiving room.
- Objective 3: Vehicle fleet management. (20%)
- Supervise the daily and weekly movement planning according to project’s requests.
- Ensure full compliance of AAH security rules for drivers (seatbelt use, speed limits, daily reporting, etc.).
- Define the minimum safety equipment required in the vehicles (e.g. first-aid kit, fire extinguisher, sand removal kit or tools), depending on the project, and ensure their upkeep and maintenance.
- Working with the Log Coordinator, ensuring that the general policy on vehicle use is properly implemented.
- Supervision of vehicle movements within the Base and Sub-bases, ensuring optimized and secure planning of movements on all bases.
- Coordinating with base security officer to plan vehicle movements according to security developments.
- Ensure the maintenance and fuel consumption of vehicles is monitored in accordance with Kit Log (logbook, fuel usage etc.).
- Ensure the proper follow-up of administrative tasks for the fleet (rental contracts, insurance, and permits).
- Ensure that all vehicles used by AAH comply with current national legislation (registration, insurance, technical inspection, etc.).
- Ensuring maintenance and service planning for AAH vehicles, and rental vehicles.
- Ensure proper management of spare parts stocks.
- Compile and track fuel consumption in the database for all vehicles (AAH, and rental) within the database.
- Briefing drivers of rental vehicles on AAH logistics procedures.
- Objective 4: Warehouse and Inventory Management (20%)
- Oversee the operations and maintenance of the warehouse facilities, including storage conditions, stock organization, security, pest management, and temperature/humidity controls.
- Implement standard operating procedures for inventory management, including stock receiving, storage, rotation, and dispatch.
- Ensure the base maintains accurate and up-to-date inventory records, using either both a manual and digital system, to track stock levels, expiration dates, and stock movements.
- Schedule regular physical stock counts and ensuring they are reconciled with the recorded inventory to identify any discrepancies.
- Implement a first expiry, first-out (FEFO) system to ensure the timely utilization of items with shorter shelf life.
- Analyze inventory data to identify stock trends, forecast future needs, and support the procurement planning process. Coordinate with the program team to understand their stock requirements and ensure the availability of needed supplies.
- Share information on stock follow up with program teams systematically.
- Train the warehouse staff on proper storage, handling, and stock management practices.
- Establish reporting mechanisms to provide regular updates on stock levels, stockouts, and inventory management performance.
- Objective 5: Equipment management & communications (10%).
- Ensure the proper labelling, use, maintenance, storage, and repair of all ICT equipment (computers, printers, etc.).
- Maintain an up-to-date inventory of ICT assets and coordinate with the central ICT team for any needed support or replacements.
- Provide basic troubleshooting and user support for the program and logistics teams on ICT-related issues, in coordination with ICT referent in Capital.
- Ensure the Equipment list is up to date.
- Manage and control the stock of office stationery supplies.
- Supervise allocation and adequate use of equipment for all users by filling up the material loan form.
- Implementing safety standards for structures (fire extinguishers, securing electrical systems, barriers, etc.).
- Ensuring the good condition and maintenance of AAH premises at base level.
- Ensure that the facilities have the resources they need (water, electricity, etc....) at base level.
- Participate in drawing up the local safety plan/Standard Operating Procedure and its appendices.
- Objective 6: Human Resources Management (10%)
- Efficiently manage the logistics department at base level (1 or 2 logistics assistants), ensuring the completion of tasks and reporting.
- Conducting annual evaluation of logistics assistants under their responsibility.
- Draw up and implement and personal action plan and for the Logistics Assistant in coordination with the logistics coordinator.
- Draw up and implement a training plan for logistics assistants in coordination with Logistics Coordinator.
- Plan and validate staff holidays.
- Objective 7: Reporting and coordination. (5%):
- Providing reports on monthly basis and upon request .
- Ensuring proper archiving of supply chain documentations .
- Ensuring there is communication between supply team and programs.
- Participate in weekly meetings with Program teams and/ or Base Admin to provide updates on status of procurement procedures and logistics activities, and alert of any delays or challenges in the implementation of activities or in the processing of procurement requests. ?Provide a regular reporting on operational logistics activities to the Head of Base, Programme Teams and LogCo (Chronogram, Monthly Log Reports – PFU, SFU, CFU, Stock Report).
- Make sure all the supply chain documentation (PD, PR, SRO, DN, etc.) is scanned and archived in soft copy (on Office 365) and in hard copy in the archiving room.
- Ensure the Monthly Logistics Report is correctly completed and shared with the Logistics Coordinator according to the agreed-upon timeframe.
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