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Background:
Job Title: Logistics Supervisor
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Location: Bindisi’ – Central Darfur
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Line Manager: Field Coordinator
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Technical Manager to: Logistics Coordinator
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Line Manager for: Watchmen, Cleaners/Cook, Logistic Technician/Driver
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Works in collaboration with: Base manager Bindizi, Program team, Khartoum Coordination (HR/Administrative/Financial, Logistics and Program team)
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Duties and responsibilities:
S/he supervises logistics activities in Bindisi’ Area in full respect of TGH procedures, notably in following areas: procurement, equipment and stock follow-up, storage, transport, fleet management maintenance (vehicles and generators), information flow. S/he makes sure that information regarding logistics is transmitted accordingly.
A. HR management:
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S/he is responsible of estimating number of daily workers when needed (ex: driver, watchmen, cleaner,cook)
B. Procurement:
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Make sure that items asked are conform to a real need
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Know and respect the purchase procedures
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Check that purchase documents are filled properly.
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Archive properly procurement files and make sure they are complete
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Update the price list, the Purchase requests follow-up
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Be responsible to manage his/her advances given for the purchases. Be able to justify advances management with proper purchase documents and invoices
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Check quality of the items purchased by asking the advice of the user.
C. Transportation/Cargo:
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Organize & follow the transports of goods, material, and pouch to other bases, inform the requester and make sure items reach the concerned base on time.
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Prepare the waybills and send them to delivery bases
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Organize and follow the reception of goods, material, pouch sent from other bases.
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Put in place the handling operation to unload and store the goods in good condition.
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Report any claims (damages, discrepancies/missing goods) at the delivery of goods if necessary, proceed accordingly to recommendations.
D. Stock management:
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Responsible of the stock management.
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Do physical inventory check on a monthly basis.
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Estimate stock capacity according to purchase order that is done, estimate additional space for the shelves and pallets for future orders ensuring security of people and materials
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Follow-up expiry of stock items and act accordingly
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Make sure that stock rooms-storeroom are well organized in proper place
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Ensure that stock cards and stack cards are updated whenever some goods go out or in.
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Update Excel follow-up tool accordingly
E. Assets:
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Assist in the physical inventory of Assets.
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Make sure assets are properly identified (tagged), followed, stored, used
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Follow-up of out of order assets and any assets out of use.
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Report to Logistics coordination any modifications about any assets
F. Maintenance:
Ensure that the compound (office, place of living, kitchen, latrine and store) is always kept in good condition and clean.
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Regularly check the condition of the compound (inside and outside) and proceed to any rehabilitation, reparation when required.
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Follow up all supplies of the base on a daily basis: water, electricity, drinking water, Internet, wastes disposal.
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Follow up the good use of the equipments (generators, motor pumps, motorbike, computers…).
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Plan and follow up cars and generators, equipment maintenance.
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Forecast and purchase spare parts and all other materiel or tools related to the maintenance of the equipment and premises.
G. Fleet management:
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Follow-up vehicles movement, ensure the good use of the logbook by Drivers, organize bookings and manage Drivers
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Follow-up fuel consumption on a monthly basis of all motorized assets
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Follow-up fleet maintenance and repairs
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Follow-up refuelling of all motorized assets
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Ensure Preventive maintenance and follow-up fuel consumption
H. In kind donations:
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in case of in kind donation, make sure to get original documents from donor with costs of items indicated, report to Logistics coordinator
I. IT:
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report to Logistics Coordinator any issues of IT devices of the base
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follow-up antivirus expiry date
J. Capacity-building:
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Participate actively in the training courses recommended by TGH, and share new skills and knowledge with his/ her team or colleagues
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Inform his/her supervisor about identified training needs and training opportunities on his/ her job related matters
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Co-operate in the supervision of partner organizations according to TGH partnership agreements
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Minimum Qualification, Skills and Experience Required:
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University degree in relevant field.
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2-3 years of experience in similar position.
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INGO experience n the same field is added value
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Arabic and English read, spoken, written
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Strong knowledge of logistics and the supply chain management.
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Basic knowledge of electricity and engines.
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Know and to respect TGH purchasing rules and validation process.
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Very good skills in computing (hardware & software-Microsoft Word, Excel & Outlook)
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Ability to manage good manual works
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Mechanics skills
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Very good organizational skill
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Ability to manage a team
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Ability to prioritise the tasks and delegate some
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Experience with INGOs is an asset
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