Logistics Assistant Operation

TASK

Goal/Purpose:

The logistics assistant operation is responsible for monitoring the supply of tools and equipment on Solidarités International intervention sites.

He/she will collaborate with program services and the logistics department to ensure compliance with Solidarités International logistics procedures for the transport of equipment, materials and the management of stocks.

He/she will ensure that field equipment as well as advanced bases are in good working order.

DUTIES

List of Main Activities:

To ensure there is a good level of cooperation between the logistics service and the program team:

• • • •   Familiarize him/herself with the Solidarités International intervention zone
• Communicate any problems encountered during delivery/collection of program equipment
• Take part in weekly meetings between the logistics and program departments so as to understand the priorities
• Propose, set up and update daily a resource for communication requirements/priorities between the logistics service and the program team

Ensure there is a procedure in place for delivery requests/on-site reclamation:

• Make sure the delivery forms are properly filled in, especially the destination of the materials and the name of the person receiving them.
• Make sure that site managers are keeping accurate records of who is responsible for equipment.
• Propose, set up and update daily a tool for monitoring the equipment available on each site.
• Make sure that all documents relating to the transport of goods and equipment are accurate: delivery voucher, packing list, distribution voucher, etc.
• Identify the strengths and weaknesses of field delivery procedures and share ideas with the Deputy Logistics manager operation for optimizing the procedure

Monitor loading/unloading at the delivery site:

• Make sure that outgoing truck loads to specific sites/buildings, delivery forms and Out of stock cards for equipment delivered by the technical service correspond.
• Inform the Deputy Logistics manager operation about vehicles and day labourers required for the deliveries.
• Make sure that equipment is personally received by listed individuals and verified by the program team at the intervention sites.
• Make sure that equipment designated by the site managers are returned to stock properly and inform the Deputy Logistics manager operation how many vehicles and day labourers are required to carry out this task.

Monitor stock procedures:

• Make sure that Entrance and Out of stock cards are delivered by the Technical service are valid (location, focal point, etc.)
• Make weekly updates to the technical team for monitoring the stock of tools/equipment, in collaboration with the logistics operation officer.
• Prepare and update lists of spare parts necessary for the proper functioning of the program equipment

Work successfully with other services:

• Collaborate with all program teams to facilitate the implementation of their activities
• Respect the logistics procedures established by the mission
• Be aware of every security threat within the work zone and keep the Deputy Logistics manager operation regularly updated
• Check monthly that emergency kits and tool boxes in vehicles existing and are complete.

Manage field equipment:

• Make sure that field equipment is in good working order: generators pump motors, etc.
• Schedule regular maintenance of equipment used in the field
• Monitor the use of fuel for field equipment

• Schedule regular maintenance of equipment used in the field
• Make sure that advanced bases and guest houses are properly maintained (buildings, electricity, plumbing and equipment) and report any problems to his line manager
• Prepare and collect IOF for purchases made in the field respecting Solidarités International procedures

The list above is not strictly definitive; an employee working within the framework of these tasks may carry out other tasks if asked to do so by his/her line manager.

The Logistics assistant operation may be asked to drive SI cars and respecting the driving policies set by the logistic department.

ORG CHART POSITION (reporting and functional relationships)

Line manager: Deputy Logistics Manager Operation

Line report(s): Deputy Logistics Manager Operation

Functional manager: Logistics Manager

Functional reports: Logistics manager