LOGISTICS ASSISTANT (FLEET, WAREHOUSE & ASSET)
oxfam
مجموع سنوات الخبرة :11 years, 11 أشهر
KEY RESPONSIBILITIES
Vehicle Management
• Ensure that office vehicles are checked daily and road worthy before any assignment.
• Place logbook for each vehicle and monitor records for accuracy and completeness.
• Ensure that all Oxfam vehicles insurance is renewed and up-to-date.
• Maintain data and update records of all vehicles
• Ensure rental contract are well managed.
• Ensure that daily transport is organised
• Maintain appropriate contracts with transportation companies and ensure all non-Oxfam drivers and transport companies hired for specific purposes know and follow Oxfam driving policies and procedures and are maintained up to Oxfam standards.
• Ensure that drivers' testing is conducted, and records of staff authorized to drive is maintained and kept up-to-date.
• Provide advice and support on vehicle repair and management to project offices when is applicable.
• Establish regular service schedule and ensure proper maintenance is carried out by liaising with vehicle garage/service providers
• Prepare all reports of vehicle usage according to Oxfam GB guidelines on monthly basis.
Store
• Raise GRN, manage stock/store, data and tracking systems in accordance with Oxfam HELIOS system and standard procedures.
• Coordinate with programme team and procurement officer and organize the loading/unloading of store goods when dispatching to projects sites.
• Work on customs clearance process to clear shipment and dispatch shipment when it is necessary.
• Prepare monthly report and submit to Country Logistics Manager
Assets:
• Manage Oxfam Assets and update Assets & inventory register regular basis in HELIOS systems and maintain a register book for issuing of equipment /assets etc.
• Ensure all assets are tagged properly
• Prepare monthly Assets and inventory register and submit to Country Logistics Manager
HSE:
• Assist in maintaining safety guidelines, procedures, and policies.
• Assist in the development and implementation of Hazard Assessments and Safe Work Practices
• Promote incident and accident prevention in the workplace
• Prepare and maintain safety records, accident statistics and reports required
MAIN ACCOUNTABILITIES, DUTIES AND RESPONSIBLETIES
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Reception and inspection of incoming goods
• Supervises the clean and safe unloading of arriving medical consignments and checks that all consignments are accompanied by their respective Delivery Notes, Waybills or Packing Lists
• Compares the number of parcels to the Delivery Note / Waybill, signing the Delivery Notes and transfers the cargo to the stocks
• Performs a complete entry inspection and informs the Medical Warehouse Supervisor of any discrepancies between Packing Lists, POs and the physical consignment
• Performs a control (kind of good, quantity, packaging, shelf life, labelling etc.) of all arriving goods
• In coordination with the Purchasers, carefully inspects suppliers’ deliveries in terms of quality, quantity and comparing those with the Purchase Orders arrangements with the quality controller
• Inspects ex-Geneva Medical cargo according to principles similar to the ones used for ex-supplier deliveries, comparing Geneva Packing-Lists to the documents issued by Supply Chain unit (CSD-SCP in charge of medical items)
• Issues and/or updates Bin Cards for each batch of arrived items
• Put-away of goods into stock (separately according to batch number, expiry date and purchase order reference (number) together with the respective bin card
Quality control
• In addition of a/m usual control upon reception, make a quick quality control and report immediately any visible quality problem on the cargo (moulded items, palettes, humidity in the container / truck, missing items, wrong packaging, etc.). To use a check-list for the control.
• Closely liaising with the Procurement unit and specifically with the Quality Control team for the sampling and Quality Control processes of delivered items
Expiry dates
• If due to any objective reason, drug or medical material on stock come up close to expiry date (less than 6 months), prepares list of short expiry goods and submits it to the Medical Warehouse Supervisor for action (i.e. Claim Report or distribution if feasible). If Claim Report decided by Medical Warehouse Supervisor, then picks items from the stock, stores them in a separate area and initiates procedure for destruction in close cooperation with Medical Warehouse Supervisor and the Regional Medical Logistician.
Storage of goods
Ensuring proper storage of all goods and protecting them adequately from heat, freezing, water, fire, dirt and vermin
Ensures that no goods are stored directly on the ground and all goods are palletized
Checking the minimum, maximum and actual room temperature in all store rooms twice a day and reporting immediately to the medical warehouse manager if the temperature falls below or exceeds the acceptable temperature range
Recording minimum, maximum and actual temperature of all refrigerators twice a day and reporting immediately to the Medical Warehouse Supervisor if the temperature falls below or exceeds the acceptable temperature range
Daily adjusting thermostat to maintain the temperature between 2-6° Celsius at all times
Storage of medical goods in order of their group/family, within alphabetically and within by FIFO or FEFO
Ensuring that bin cards are attached to all batches and updated with all transactions
Ensuring that goods with different expiry dates, batch numbers and purchase reference (numbers) are stored separately
Keeping strict eye on rules applicable to controlled drugs (import license, turnover, register, locked cupboard, ...)
• Ensures a good access to medical goods from all sides
• Execute the pharmacy/Medical warehouse storing activities in order to keep pharmacy stock above security level and following recommended conditions (temperatures, humanity, etc.) under the supervision of the pharmacist, and in collaboration with logistic team
• Receive and count stock items, and record data manually and using computer.
• Pack and unpack items to be stocked on shelves in stockrooms, warehouses, or storage yards.
• Verify inventory computations by comparing them to physical counts of stock and investigate discrepancies or adjust errors.
• Store items in an orderly and accessible manner in warehouses, medicine room, or other areas.
• Mark stock items using identification tags, stamps, electric marking tools, or other labeling equipment.
• Clean and maintain supplies, tools, equipment, and storage areas to ensure compliance with safety regulations.
• Prepare and maintain records and reports of inventories, price lists, shortages, shipments, expenditures, and goods used or issued according to RI procedures.
• Issue or distribute materials, products, parts, and supplies to coworkers, based on information from incoming requisitions.
• Determine proper storage methods, identification, and stock location based on turnover, environmental factors, and physical capabilities of facilities.
• Advice internal users on the appropriateness of items, supplies, or materials requested.
• Keep records on the use and/or damage of stock or stock handling equipment.
• Examine and inspect stock items for wear or defects, reporting any damage to supervisors.
• Provide assistance or direction to other stockroom, warehouse, or storage yard workers.
• Determine sequence and release of back orders according to stock availability.
• Dispose of damaged or defective items or return them to vendors.
• Prepare products, supplies, equipment, or other items for use by adjusting, repairing or assembling them as necessary.
• Recommend disposal of excess, defective, or obsolete stock.
• Sign and archive Good Receipt Note.
• Estimate the volume of the shipment according to the distribution plan list
• Prepare the packing of the items according to RI standards and distribution Plan.
• Issue waybills according to the distribution plan list.
• To be the focal point for any Cross-Border transportation.
• Ensure the warehouse is properly maintained and clean.
• Control access to IRC warehouse and ensure that premises are secure and safe.
• Ensure proper temperature and humidity conditions for storing goods at the warehouse.
• Receive, store and release goods from the IRC warehouse.
• Assist with checking quality, quantity and condition of goods delivered to warehouse, producing relevant Goods, Delivery Note.
• Assist with releasing goods and produce waybills for dispatching goods.
• Work with casual laborers in the warehouse for timely and safe loading and unloading of goods.
• Observe correct stacking and turnover (FIFO or FEFO) procedures.
• Update stock cards and bin cards on a daily basis.
• Carry out physical inventory count, as required.
• Provide accurate and up-to- date records of the store contents digitally & physically to Warehouse Supervisor for monthly inventory reports.
• Assist the direct supervisor with stock management.
• Check, record and put away goods received, under the supervision of direct supervisor.
• Regularly check inventory levels (physical counts) and monitor consumption.
• Responsible for daily check of Cold chain and reporting.
• Check the number of packages against the cargo manifest, check packaging, and inform the line manager of any problems (missing or damaged goods, etc.).
• Receive the items from supplier against purchase order and report if any discrepancy After reception, immediately update stock cards, record reference number of the receipt document.
• Give cargo manifest, packing list and certificate of the items received to the direct supervisor, to centralize the filing of these documents.
• Ensure all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
• Ensure all necessary information is correctly and fully recorded on stock cards: MSF code, batch number, and expiry date, date of receipt or delivery, stock balance (incoming/outgoing), receipt and delivery document reference numbers.
• In conjunction with the direct supervisor, perform physical inventory counts following the frequency defined by the technical adviser (at least once every 4 months).
• Inform the direct supervisor when the inventory of goods is nearing the minimum (safety stock) or maximum threshold, and regularly provide the direct supervisor with a list of items expiring within the next six months.
• Monitor temperature of the warehouse and ensure products requiring cold chain (vaccines) are always stored at a suitable temperature (between +2°C and +8°C).
• Assist the direct supervisor with preparing shipments.
• Ensure shipping areas (by destination) are clearly identified; store goods on shelves or palettes (as necessary), in a clean, tidy and easily accessible manner.
• Follow up and controlling all kind of correspondences in a Quality controlled procedure.
• Implement the effective excel sheets related to all kind of Correspondences in a manner achieve the very low possibility of documents loss.
• Controlling of vendor prints and shop drawings approval.
• A well knowledge of controlling material requests.
• Preparing Weekly and daily report.
• A good knowledge of following the quality assurance requirements for documents numbering.
• To prepare, sign and present customs declarations to the department and complete the necessary procedures related to the clearance of goods on behalf of others.