Logistics Coordinator
MdM - Turkey
Total years of experience :14 years, 6 Months
• Developing and updating manuals, SOPs, tools, and procedures
o Developing e-signature policy for internal documents
o Developing ICT policy for staff in line with DDD’s code of conduct and personal data protection law in Turkey
o Clearly defining responsibility of contracting / hiring consultancy service between supply unit and HR team then explaining mythology of payment based on which department is processing the contracting / hiring
o With each new donor, comparing DDD’s logistics manual with Donor’s manual to make sure that our rules are matching or stricter that donor’s
• Team management and compliance
o Responsible for recruitment, training, capacity building, and evaluation of logistics department’s staff members for Turkiye and Syria projects
o Reviewing monthly reports from bases, regular physical spot checks to compare reports with real life.
o Responsible for management of Procurement, warehousing, transport, fleet, assets, IT, security, and donor’s regular and ad-hoc reporting.
o Taking lead on using a warehousing software replacing excel management for medical stock items for three warehouses and twelve clinics.
o Setting up and enforcing the use of online archiving system for logistics files in all locations.
• Collaboration with other departments
o With total funds of 16 million Euros, working closely with program coordinators on designing the life cycle of projects at proposal stage based on BoQ and market surveys to ensure that needs are met based on pre-agreed timeline
Participating in bi-weekly coordination meeting (support and program) to exchange knowledge, feedback, challenges, and expectations from each other
- Provide guidance and support on logistics management (policies, principles, tools, processes) in close collaboration with logistics managers in three hubs, ensuring quality and accountability considering the variety of social and political contexts and using different approaches and modalities of intervention.
- Responsible for strategic planning for logistic department in Syria, setting three years plans and follow-up on achieving them by having measurable KPIs.
- Directly managing logistics team in Amman office and making sure procurement, assets, fleet, IT, and stock are running smooth and complaint.
- Being a backup for any logistics manager in hubs when its needed.
- Setting up procurement plan and timeline for each budget at beginning of a fund after a market survey to assess needs and availability of supplies in market.
- Insuring logistics budget lines are observed and forecast reaches at least 95% at end of project.
- Supervising purchases procedures, documentation, deadlines, and archives are all in order.
- Supervising fleet; contracting, maintenance, movements, fuel and log sheets.
- Managing and monitoring IT equipment and telecommunication devices for teams in Turkey and Syria.
- Stock management; choosing warehouse location depending on program activities and security analyses in North Went of Syria.
- Human resources; recruiting, training, and supervising logistics team in Turkey and Syria.
- Logistics 70%: supervising two logistics assistants and four drivers. Making sure that procurement, assets, fleet and warehousing procedures are following donor’s requirements while meeting program’s needs. Reports are submitted accurately and on time. Helping program staff identify their needs and the lead time needed per purchase to plan ahead of time to achieve their goals. Responsible of procuring goods and services worth of Euro 1, 500, 000 following tenders’ procedures to meet correct thresholds for each procurement, then following up on purchased materials in warehouse or in field by proper tagging and weekly check up.
- Human Resources 10%: with support of a HR assistant, making sure that attendance, contracts and hiring of new staff are in order and on time.
- Administration 10%: Managing facility’s rental, utilities, maintenance, and over all functionality.
- Security 10%: making sure that safety and security procedure and equipment are in place and in order, starting with guards, surveillance cameras, smoke detectors, first aid kits and fire extinguishers are functional and checked periodically.
- Asset management: Registering new assets on country level. Following up with bases to submit monthly asset report. Maintaining assets in a reliable condition.
- Procurement: setting up standards for IT related procurements mission level and making sure that bases are following minimum requirements.
- Communication: cost management for 550+ mobile lines and 15 internet connections country level.
- IT: Building and setting up Linux based firewall and server mission wide in Jordan. Setting up networks in offices and camps along with maintaining IT equipment functional. In January 2017, ACTED Jordan network was under denial-of-service attack and thanks to custom built Linux firewall, ACTED network and shared files were not harmed, attacks did not succeed to overload the system.
- Procurement: setting up standards for IT related procurements mission level and making sure that bases are following requirements. And some IT related purchases below 30, 000 threshold.
- Communication: cost management for 600+ mobile lines and 15 internet connections country level.
- Fleet management: Managing drivers in capital office (17 drivers). Maintaining vehicles, monitoring and reporting fuel consumption on country level (190 vehicles).
- Asset management: Registering new assets on country level. Following up with bases to submit monthly assets report. Maintaining assets in a reliable condition.
- Procuring new items for the company based on market need and customers feedback
- Maintaining stock level for highly desired items by calculating past 6 months sales.
- All works related to supply chain starting from choosing and ordering goods from factories and ending by delivering to our warehouse. Also managed to reduce cost of goods from 3% to 7 % per shipment by correcting clearing process in Aqaba port.
- Working on Microsoft Axapta ERP system to make stock depreciation for non moving items. in addition issuing risk management report in monthly bases for receivables to prevent sudden loose of the dept.
- Turkish, Kuwaiti and Libyan markets were under my responsibility.
- I suggesting splitting MENA countries by sales representatives instead of splitting categories \ divisions per sales representative and they did implement my idea.
- Organizing and participating in book fairs.
- Meeting deadlines and achieving targets as planned.
- Closing deals and invoicing customers.
- Quarterly based surveys to insure customers’ satisfaction.
- Communication link between Jordan Customs and DHL’s third party clearance company brokers.
- Monitoring DHL brokers’ performance.