Logistics
Medecins Du Monde
Total years of experience :17 years, 6 Months
Logistics & Procurement
• Management of the logistics stock through Update and follow-up of the logistic stocks.
• Monitor and submit a monthly report of consumption of the logistic stocks.
• Ensure the reception processes resumed before updating the follow-up of the logistic stock.
• Prepare the local prices lists by suppliers and categories items as per commodity description.
• Update the price lists regularly by contacting suppliers and further market studies of the region
• Proceed to purchase when required, in accordance with the MdM’s supply procedures.
• Update the equipment sheets of the mission and systematically create equipment sheet
• Create equipment identification tags by tagging on the corresponding equipment to enhance the accountability.
• Prepare the monthly report of equipment and submit it to his direct supervisor.
• Realize the inventory of MDM different premises (office, guesthouses), identify MDM’s assets for follow up.
• Ensure the good management of the premises in Zahle (offices and Guesthouse).
• Ensure the maintenance of the premises, according to the lease contract, if needed.
Fleet and Transport
• Ensure that vehicles are safe, clean and with sufficient fuel.
• Organize all the movements from Zahle, with close collaboration with the Log Officer in Beirut..
• Ensure efficient use of MDM vehicle (avoiding single person journeys and unnecessary movements, through careful planning and facilitation of effective communication between staff in need of transportation).
• Make sure car log sheet filled properly and accurately in the logbook.
• Follow-up of the car maintenance. Make sure the maintenance obtained frequently by respecting periods and proce-dures.
• Prepare the monthly car report and submit it to his direct supervisor.
• Manage the drivers (validation of holidays, sick leaves, yearly individual review...) and the cleaner based in Zahle.
Safety
• Ensure that vehicles are safe, clean and with sufficient fuel.
• Ensure the daily movement tracking of the teams on the field.
• Report any security-related information to his direct supervisor, following the MdM’s guidelines.
• Security monitoring for the Bekaa Valley, in close collaboration with the Security Focal Point of the mission.
• Participate in internal work meetings and inform MdM team on logistic issues.
• Perform any other additional duty on request of his/her supervisor.
Key Areas of Accountability
• Ensure that all procurement and logistics activities are compliant to IRC and donor standards, and that policies and procedures are institutionalized at all levels
• Capacity building of field staff on procurement, fleet and stock management
• Put in place framework agreements for key purchases
• Coordinate with relevant staff to ensure the regular and timely shipment of required supplies
• Oversee stock management at Bekaa level, ensuring that stock management standards are respected
Major Responsibilities:
Compliance
• Implement in-country Procurement policies and procedures in compliance with the IRC standards & re-viewed/approved by the Supply Chain Coordinator and Deputy Director for Operations.
• In coordination with direct reports and supervisor, troubleshoot problems as they arise in the field with respect to IRC policies and procedures.
• Ensure that compliance with IRC and donor policies are documented through systematic and random verifications of SC documentation based on a schedule agreed with the Supply Chain Coordinator.
• Identify management system weaknesses; provide recommendations for improved systems performance.
Staff Management, Training and Development:
• Lead and manage Supply Chain Assistants (procurement and logistics) and Head of Drivers in the Zahle field office; ensure adequate SC staffing and structure for Zahle field office in close coordination with Field Coordinator.
• Communicate clear expectations, set performance objectives, provide regular and timely performance feedback and per-form documented semi-annual performance reviews
• Support recruitment processes by developing Job Descriptions and participating in technical interviews to identify qualified staff for required SC functions in Zahle field office.
• Coach and mentor staff with the aim of strengthening their technical capacity, adhering to IRC policies, procedures and regulations specific to supply chain and exchanging knowledge within the team and providing professional development guidance with support from Field Coordinator and Supply Chain Coordinator.
• Promote and monitor staff care and well-being; approve monthly timesheets, approve and manage travel and leave re-quests to ensure adequate coverage.
• Adapt orientation package and ensure that new staff members Zahle based are appropriately orientated on SC support in a timely manner
Procurement Management
• Responsible for timely and quality procurement of goods and services required for Zahle field offices through direct and in close collaboration with indirect reports. Participating in any tender process for Zahle field office.
• Provide status updates for procurements related to Zahle field office to related Programs, Procurement Manager and Supply Chain Coordinator.
• Responsible for creation and management of list of contracted suppliers in Zahle and the rest of the Bekaa region, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff because of regular market surveys to ensure that IRC is receiving best value for money.
• Responsible for supplier references check, site visits to the suppliers, historical data, etc. for Contracted Suppliers and any large procurement related to Zahle field office.
• Oversee performance of Zahle Contracted Suppliers in terms of quality, delivery time, and value for money, etc.
• Responsible for implementation of the Authorized Supplier process in Bekaa, with direct support from Beirut
• Supervise Zahle Field procurement assistant to ensure all procurement is carried out in accordance with IRC standard policies and donor regulations.
• Ensure supply chain systems integrate with programs and support management functions at the field level.
Warehousing, Inventory, Assets
• Responsible for implementing standard IRC inventory management policies and procedures.
• Understand, implement and maintain the IRC Asset /Warehouse Management policies and procedures
• Manage, maintain and update all IRC Assets and properties through registering, asset transfers, asset repairs, asset disposals, tagging, handling, storage, etc... For all IRC premises not limited to guest houses and warehouses.
• Compile monthly reports / Spot check reports internally and externally to Donors such as UNHCR / DFID / ECHO.
• Compile monthly asset reports / Spot check reports and submit to supply chain coordinator.
• Manage maintenance of the IRC assets through corporation with Procurement & IT departments
• Carry out spot checks for both assets/inventory as well as warehouse commodities.
• Assist Field Support Officers in documenting the receipt, handling, storage release and reporting of goods deposited at the IRC warehouses.
• Assist the Senior Field Manager with implementing and monitoring IRC warehouse and inventory policies and procedures
• Visit field sites to assist with asset physical verifications on monthly basis, ensure all systems are exe-cuted with adherence and compliance to the policies especially for fiscal year-end reporting.
• Support the procurement team in the procurement processes not limited to asset purchases and in specifications analysis.
• Coordinate with the Fleet officer to ensure all the needed goods are sent smoothly to the designated lo-cations.
• Recommend changes to improve weaknesses in the SC department.
• Coordinate with field offices for the transportation of assets and properties, verify needs and support through all the logistics services associated.
• Enter logistics related data into databases
• Write and revise standard operating procedures for logistics processes
• Track product flow
• Prepare reports on logistics performance measures
• Maintain databases/records of logistics information
• Recommend improvements to existing logistics processes
• Develop payment systems to ensure accuracy of payments
• Provide ongoing analyses in areas such as procurement, back orders, or delivery processes
• Manage systems to ensure that pricing structures adequately reflect logistics costing.
• Develop models for logistics uses, such as cost estimating or demand forecasting
• Interpret data on logistics elements, such as availability, maintainability reliability, supply chain management and distribution.
•Handling offshore transactions
•Handling the shipping documents
•Controlling and settling the coordination between the offshore offices as well as our agents.
•Issuing and instructing on MBL/HBL/HABL/MAWB.
•I Track BL/AWB and trace vessels with cooperation with shipping lines
•Correction of Manifest
•Managing and Controlling the customs procedures in the Eastern Africa countries
•Controlling and Forming the current and potentials employees (Completing administrative work, as required
•Handling the multimodal shipments from A to Z(Quotation, booking, documentation, filling)
•Calculating the costs and Invoicing
•Handling different projects which requires purchasing the goods from the supplier and transporting them to the final receiving taking on consideration the short of his stock by calculating the speed of consummation of these raw materials with other factors such as the transit time, the preparation’s time of the shipment in the supplier factory
•Administer Personnel program & policies; coordinate the day-to-day activities of the Personnel Department; as well as developing & improving processes, procedures & Work flows.
•Recruitment, Selection and Placement (Receive new employees, induction & orientation of new recruits.
•Government Relations (Issuance and renewal of residency, work permit, passport, licenses, processing of exit visa, flight reservation & Ticketing.
•Data and Records Management: Maintaining individual folder of employees; Updating data and records with new documents, in addition to Filing &retrieval of employee documents
•Managing daily correspondences: Writing emails
•Creating company database and keeping the database updated,
• Customer Services
• Passenger handling
• Check-in counters,
• Passport and visa verifications