Logistics Assistant at SECOURS ISLAMIQUE FRANCE (SIF)

Base Position

MAIDUGURI Nigeria

Reports To

Logistics Officer

Report +1

Logistics Coordinator

Contract Duration 3 Monts with possible extension

Overall Objective of the Job

The Logistics Assistant will be primarily responsible for supporting the Logistics Officer in the purchasing and receiving materials ordered in Maiduguri and by extension Abuja ensuring that all SIF procurement policies and procedures are followed at all times.  The Logistics Assistant under guidance from the Logistics Officer will ensure correct management of stock in Maiduguri, the entry and exit of stock from suppliers, SIF Maiduguri, Donations in Kind from donors for distributions and providing logistics support on all steps of procurement. The Logistics Assistant will be required to spend 80% of his/her working time in MAIDUGURI & 20 % in NGALA giving support to the SIF teams for all logistical needs, especially procurement, storage, food distribution e.t.c

TASK AND RESPONSIBILITIES

OVERALL

Procurement:

• The Logistics Assistant directly reports to the Logistics Officer with direct oversight from the Logistics Coordinator.
• The Logistics Assistant under the supervision of the Logistics Officer is responsible for all mission procurement in Maiduguri for items requested for Maiduguri and some requested for Ngala.
• Maintain proper filing of “procurement files” ensuring their completeness in both hard copies and soft copies.
• Assist the Logistics Officer with the development and management of supplier database and price lists.
• Collect quotations from suppliers and prepare all procurement documentations as outlined in the Procurement Thresholds.
• Collect quotations from various vendors and then make a price list that is updated regularly.
• Assist the Logistics Officer to prepare a pre-qualified vendor list for all categories; goods/services/works.
• Comply, respect and abide by the SIF Procurement procedures & Donor Procurement guidelines.
• Ensure that purchasing requests are updated and follow-up information sent to the field.
• Collect quotations from suppliers and prepare all procurement documentations as outlined in the Procurement Thresholds.
• Prepare contracts, framework agreement in liaison with the Logistics Coordinator.
• Collect quotations from various vendors and then make a price list that is updated regularly.
• Prepare a pre-qualified vendor list for all categories; goods/services/works.
• Preparation of the Monthly report on the Logistics of the Base (Order Follow up, fuel consumption, Mechanical fleet, movement of stock etc.)
• Liaise with Finance Admin Department on all procurement and payment activities.
• Provides regular detailed reports on all logistics operations of the Maiduguri office.

Stock Management:

• Plan and manage monthly inventory inventories of the Stock and equipments
• To be responsible for the correct storage and management of stock in and any other tasked location.
•  Receive goods destined for SIF Ngala.
• Verify that all items ordered are received.
• Verify that that the packing lists reflect the actual items received and inform the carrier / or supplier/ or shipper/ consignor if there are any missing or damaged items.
• Prepare Goods Received Notes (GRNs).
• Maintenance of the Stock / Warehouse:
• To be responsible for appropriate stocking of all items in the store including; environment, ventilation, temperature of the store and the organization of items, separated and arranged appropriately.
• Support the Logistics Officer in Creating and maintaining up to date warehouse documentation thus; Bin Cards, Stock Cards, Warehouse Issue Notes, Goods Received Notes, Loss & Damage Reports and Warehouse reports.
• Ensure updating of the electronic Stock Report according to actual and theoretic stock.
• Carry out monthly inventory and ensure the coherence with Stock Report in the event of record adjustments notify the Logistics Coordinator to validate the adjustments/reconciliations as necessary giving clear justifications.
• Control access to the warehouse and ensure all items are secured at all times.
• Ensure the cleanliness and good order of the warehouse at all times.
• Submit any requests for stock management items (Bin Cards, Stock cards, Padlocks, Stock Reports etc) to the Logistics Officer copying the Logistics Coordinator.
• Work with the Maiduguri Logistics Officer, Ngala Field Logistics team and Project teams on supply chain planning to ensure that there is always enough space in the warehouse to accommodate new orders / consignments.

Dispatch:

• Prepare and package items needed by the project teams, accurately (labeling, counting) in good time and with great care to avid damage.
• Prepare Packing Lists & Waybills appropriately.
• Ensure Donation Certificates are prepared and issued with each item given to partners as guided by the Logistics Coordinator.

Administration:

• Ensure all warehouse documents properly for easy reach; waybills, stock cards, bin cards, supply requests, donation certificates including electronic copies.
• Receive stock report from Logistics assistant and after verification submit to the Logistics Coordinator on a weekly basis.

Fleet Management:

• Support the Logistics officer in the management of Maiduguri vehicles and drivers.
• Communicate with program team regarding vehicle movement schedules and also inform all Maiduguri staff any changes in the vehicle movement schedules.
• Coordinate all flight bookings from staff both for fixed wing & helicopter.
• Conduct regular meetings with drivers emphasizing the importance of Safety & Security.
• Ensure all vehicles are very well maintained and keep communicating with the supplier as regards to the maintenance of the vehicles.
• Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
•  Ensure that all drivers maintain the daily log sheets signed at all times of movement.

Others:

• Be aware of the security context within SIF working areas and wider region, providing information to the Logistics Coordinator.
• Attend to any other logistical or program duties as deemed necessary by the Logistics Coordinator.
• Make regular / frequent field visits to give support to Ngala Field Logistics team.

Qualification
Degree Level

Experience:
At least 2 years logistics / procurement experience in the field preferably with an INGO.

Languages:
English is mandatory (fluency in writing, reading & speaking).