Logistics Manager
Humanity & Inclusion (Previously Handicap International)
Total years of experience :9 years, 10 Months
1.LOGISTICS
Procedures:
Ensure a proper implementation of HI Logistics procedures on the Hub, in link with coordination.
Realize regular audit (procurement files, fleet management, equipment follow-up)
Premises (South Hub Office / Warehouses):
Responsible of the identification, setting up of all new premises.
Responsible of all agreement, and follow up for all the premises in the Hub.
Equipment, Furniture and Office Stock (South Hub):
Responsible of the proper follow up of the equipment according the HI procedures (EFU, lending certificates)
Fleet, Transport & Movements
Responsible of the efficiency of goods transportation according the need and the HI procedures (Transport agreement, Documentations, ) at Hub level.
2.SUPPLY CHAIN AND PROCUREMENT MANAGEMENT
Procurement Management (South Hub)
Ensure the respect of HI procedures and donors requirements for all purchases done (adapted procurement procedure, respect of threshold)
Provide adequate support for the elaboration & implementation of the Hub Procurement Plan (activities, and support)
Support all requesting departments in purchases request phase and follow-up, in coordination with budget holder / technical advisor/Administration (Market study, summary bid analysis, purchase, delivery follow-up, payment)
Ensure a good efficiency of the supply chain without any delay in delivery (ad hoc purchase, frame contracts)
Develop a good knowledge of local market (prices lists, supplier’s lists, relationships with suppliers)
Coordinate with HI other missions and Syria coordination for regional or international market;
Ensure agreement creation when it’s pertinent (creation, follow-up)
Responsible for the good implementation of the Purchases follow-up (TSA, regular communication with requesting department)
Ensure a good archiving of the purchase folders according the HI procedures (documentations, validations, )
Supervise and provide regular support to the Logistics Assistant for purchases implementation and follow-up;
Supervise and provide regular support to the Coordination Logistics Assistant for purchases links to coordination request;
Stocks Management
Ensure the respect of HI procedures and donors requirements for the stock management. (Shipment documentations, Stock report, inventory, reconciliation)
Ensure a good communication with Programs in terms of Donation Certificate management.
Ensure an efficient stock management (follow up, security of the goods, storage capacity adapted to the needs, definition of minimum stock)
3.LOGISTIC ADMINISTRATION
Finance and budget management
Under coordination request participate actively in proposal phase (BoQ, Logistics needs)
Responsible of logistics Budget lines management (Expenses follow up, forecast, OFU, BFU)
HR management
Provide adequate support and regular training to the Logistics department.
Ensure a proper carrier follow up of each staff in the logistics department (Job description, Individual Action plan, regular appraisal)
Ensure support on plan of daily tasks of the logistic department.
Ensure proper follow-up for all HR aspects (contract, attendance, leaves)
4.PARTNER’S LOGISTICS MANAGEMENT AND SUPPORT:
Interact directly with the HI partners Logistics focal point in order to provide appropriate support
Ensure the respect of Logistic Procedures and that partners comply with donors’ requirements as defined in Partnership Agreement;
Act as budget manager for partner support and running cost in terms of budget proposition and validation of expenses realized by partners;
Ensure the validation of procurement procedures related to partner’s support costs and program activities;
Consolidate partners’ stock reports and verify the reconciliation tools with the Project Managers;
Prepare all necessary documents for donations to partners, in respect of HI procedures;
Organize and follow up shipment of material from Amman to Syria;
Prepare and facilitate training and workshops for partners in order to improve their logistical capacities;
Specific responsibilities
• Coordinate and oversee the management of the supply and logistics support for operations in Jordan HOST Area Offices, including requisitioning, receiving, storing, issuing and delivering goods.
• Ensure monthly documented meetings with direct reports with particular support to their development and capacity building.
• Ensure internal and external compliance regulations are adhered to, within deadline, for all Logistics activities in Jordan North
• Oversee the Procurement Team Leader in the management of Jordan Host procurement up to 50000JD and explore the options to further expand the potential procurement opportunities in the vicinities of the area of support.
• Oversee the Fleet Officer in the coordination and management of transportation materials in support of the operation in Jordan Host Area Offices
• Oversee the Irbid Fleet Officer and Logistics Officer - Mafraq, in the management of the Fleet in HOST ensuring the fleet management is in line with internal SOP's and guidance with a particular focus on fleet optimization, fleet tracking and accurate monthly fleet reports.
• Manage, implement/maintain and follow NRC standard warehousing practices and supervise warehouse staff in record keeping to full audit standard.
• Provide training for line managers with logistics responsibilities, particularly in procurement procedures, fleet and stock management.
• Other tasks as assigned by the support manager
Team management:
- Ensure the daily management of team (leaves, attendance, meeting, weekly objectives)
- Ensure conflict resolution (personal and professional) within team
- Carry out disciplinary measures if necessary according to the internal regulation
- Ensure the HR management of team (recruitment, JD, introduction brief, individual follow up, appraisals)
- Ensure the recruitment of team according to HR rules in cooperation with Logistic Coordinator
Purchase Management:
- Ensure the respect of HI purchase procedure, arrange training if needed;
- Implement procurement procedures for the project and organize the different stages in the local purchasing of goods and services : market surveys, ordering, monitoring, receipt, conformity checks
- Organize the planning of the purchases and define the priorities of the items needed by the applicants to orientate the work of the team;
- Ensure that the purchases meet the needs, cost, quality & delivery time requirements, having in mind quality and sustainability of the purchased items;
- Control the quantities ordered and received and quality compliance with the support of the applicant if needed;
- Ensure a regular and smooth communication with the Administrative department to prepare the supplier payments, documents hand-over and expenses follow-up
- Ensure professional relationships with suppliers;
- Ensure that the archiving of these documents is clear and ready for external audits;
Stocks Management:
- Ensure the respect and understanding of HI stock management procedure and tools;
- Ensure inventories are done regularly (weekly, monthly) for the different items stored within the mission (projects and logistic items), and ensure it is spread to the programs
- Ensure optimal storage conditions;
- Crosscheck regularly the data between deliveries from warehouse and projects data (delivery note) and support the project team on the reconciliation process between the items delivered to the partners and the donation certificates received, ensure that the documents are matching
Vehicle management and movements:
- Ensure the respect of HI vehicle management procedure; log books, use of the vehicles.
- Ensure regular maintenance of different vehicles together with car rental company;
- Ensure that the monthly fleet database follow-up is properly and accurately filled out;
- Ensure the respect of Fleet Management rules (including security rules applicable to vehicle movements) and that the related tools are properly used (Movement Plan, Log Books);
- Ensure that fuel consumption report is done regularly, cross-check the data 5.
IT and equipment management:
- Ensure the security and the accurate follow up of the equipment used on the mission (identification, inventory, affectation, equipment files)
- Inform and sensitize the user of their responsibility, including signing for material
- Train (or supervise the training) users on how to properly use the equipment if needed;
- Responsible of installation and performing minor repairs to hardware, software, and peripheral equipment, following design or installation specifications
- Ensure a regular maintenance of equipment for the whole office, with internal or external actors;
Premises Management:
- Ensure the adequate maintenance of accommodations, office and the compound;
- Ensure the supply of energy and water in the premises as well as other running costs;
- Ensure that premises meet the minimum safety and security requirements for instance security light, fire extinguisher, fence
- Ensure the premises are in accordance with HI standards in collaboration with the Logistics Coordinator.
Training / Reporting:
- Mentor and train the staff under supervision on HI procedures and tools
- Report on a monthly basis, inventories, follow up tools (TSA, EMC, VFU) and narrative to the Logistic Coordinator;
- Remote capacity building to partners in emergency settings
Budget management:
- Monthly budget follow up and forecast
Responsibilities:
Procurement:
- Receiving Order form and go through the purchasing process in the given time;
- Finding and Prepare the list of successful suppliers in both Capital Office and Area offices;
- Ensuring fair and transparent selection of suppliers in each procurement and preparing procurement memo, contracts, purchase orders based on fair and transparent negotiation with suppliers/contractors and implement all this procedures on the Database;
- To follow with program managers on weekly basis OFFU (Order for follow up) and with Finance on weekly basis contract follow up (CFU).
Asset & Warehouse management, Asset follow up & other property follow up:
- Receive, tag and register all new assets;
- Follow up with both purchasing and finance to complete all relevant documents for compliance purposes;
- Conduct periodic spot checks to ensure accuracy of the inventory;
- Maintain assets in good working order and to follow up on the repair/ replacement of assets.
Fleet and Fuel Management:
- Ensure proper utilization, maintenance and follow up of the fleet;
- Control and manage the cost of the fleet (fuel, maintenance and repairs);
- Ensure a monthly roster is prepared for all fleet staff and monitor overtime;
- Supervision of fleet team; Set up system, implement documents and procedures & develop forms when necessary.
Responsibilities:
- Convert all recourses into a tangible results and outcomes;
- Formulation, planning and fallowing up the programs activities;
- Contacting and meeting the stakeholders;
- Provide a logistical support through contracting suppliers;
- Organize a training courses to WFP and DoS “Department of Statistics” staff.
Responsibilities:
- Documentation and filling for the papers needed for any shipment,
- Contacting customers and try to increase our market share,
- Contacting our offices outside Jordan and get the best rates,
- Following up the movement of the shipments and keeping the customer updated,
- Contacting Airlines companies and insure that the shipments will be delivered in the exact time.
Responsibilities:
- Provide assistance in the activities related to the procurement, administration, finance and any other fields, Support the project management team in the formulation, planning and following up the projects activities, Provide logistical support through contracting suppliers, Ensure timely provision goods and services.
Responsibilities:
- Preparing the customs good documents,
- Deploying and Discovering missing billing information,
- Translate and Revise presentations,
- Support for the clearance of the postal items,
- Input, Document filling of completed customs operations.