Capital Base Logistician at Alliance for International Medical Action (ALIMA)

Main Purpose

Supervise the daily logistics activities and provide maintenance to the ALIMA equipment, facilities and infrastructures, according to ALIMA protocols in order to maintain the facilities in perfect conditions and collaborate in the development of the mission.

Core task

General Services Capital Logistics

• Evaluating rehabilitation needs and following up minor building rehabilitation work in accordance with instructions given by his supervisor, and accounting to him/her on progress.
• Monitor maintenance activities of infrastructures and write reports
• Ensure the check and follow-up of premises under the line manager supervision.
• Carrying out daily visits to the premises (Office and Guest Houses), reporting any anomalies or problems to the line manager.
• Supervise the daily logistics activities and provide maintenance to the ALIMA equipment’s, premises and infrastructures, according to ALIMA protocols in order to maintain the premises at in perfect conditions and collaborate in the development of the mission.
• Make sure that the compound & office facilities are clean & neat at all times, allocate specific duties and communicate effectively to the relevant staff.
• Ensure that all gardening & watering is made regularly to the guest house & offices including pruning tasks at all times.

Assets Management

• Management of non-medical stocks and equipment according to ALIMA standards, have stock management cards and track consumption rates, manage the wastage rates.
• Ensure that All fixed Assets & equipment are codded, labeled & tagged in visible terms as per ALIMA’S standard Codding system & are tagged accordingly
• Update the fixed Assets register on a regular basis and track movement of Assets as per standards.
• Follow up on Asset & Equipment status for maintenance & disposal purposes based on ALIMA’S standards & Donor requirements
• Store & Stock Management
• Lead the semi-annual and annual inventory taking of the capital base.

Purchasing Responsibilities

• Support the Supply Manager in processing Internal Requests for direct procurement and simplified procedure purchases within the approved threshold, ensuring such requests are complete, properly validated, and processed in accordance with ALIMA procurement procedures.
• Obtain and document supplier quotations for simplified procedure purchases (single quotation), verify availability, price, quality, and delivery timelines on the local market, and submit procurement documentation for the required approvals in line with the authorization matrix.
• Follow up on purchase orders and supplier deliveries for direct procurement and simplified procedure purchases, ensuring timely and complete delivery of goods/services while keeping the Supply Manager informed of any delays or issues requiring action.
• Maintain and regularly update the local supplier database and market information (contacts, prices, availability, and performance) to support efficient direct procurement and simplified procedure purchases, while referring all procurements requiring competitive bidding or tendering to the Supply Supervisor and Supply Manager.

Manage and follow up orders

• Responsible for Reception of goods from National & International orders.  
• Responsible for checking of the quantity and quality of goods received.
• Use Goods Receiving Note/Goods reception when receiving goods.
• Inform the line managers of any problems (missing or damaged goods, etc.) make a formal written report or verbal.
• Assist in loading and off-loading of vehicles when receiving or sending goods.

Safety & security Management

• Checking that premises observe safety and security norms (fire extinguishers present, electrical installations earthed, etc.) and take the necessary actions when improvements are needed.
• Ensure surveillance and guarding activities in all ALIMA facilities and premises are correctly implemented.
• Interact with the locals and ALIMA security contact personnel, in the state, update the Logistics Coordinator on the security details and during the Monday security briefs.

Fleet & Transport Management

• Carrying out or supervising all maintenance logistics activities in the guest house & offices (vehicles, fuel consumption, and local infrastructure) according to ALIMA standards and protocols in order to have the material, infrastructure and vehicles in optimal running conditions
• Planning and tracking of the movements
• Supervise, motivate and train all rental drivers to ensure the adherence of all ALIMA’s driving rules and regulations
• Proper treatment of their vehicles and damage prevention
• Manage vehicles & generators Log sheet & fuel consumption, share the weekly report with the logistics coordinator.
• Motor & vehicles maintenance, service tracking, liaise with the rental vehicle vendor to ensure early servicing and Maintenance.
• Movement plan, ensure rental vehicles have adequate fuel and in good shape throughout the week ready for traveling.
• Drivers shift and Scheduling in liaison with the rental vehicle vendor, update the roster and let the management know the drivers on duty.
• Prepare Monthly fuel consumption report.

Support Communication and IT

• Responsible for the correct functioning of the communication systems: correct installation and maintenance of server
• Ensures the monthly backup and maintenance of project computers including virus definition updates with in communication of ICT supervisor.

Filling documentation & Reporting

• Report any incidents to supervisor (accidents, loss or damage of goods/equipment etc).
• Immediately inform the line manager of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the office and Guest Houses premises.
• Reports monthly on potential ruptures and any items that will expire from the hibernation kits.

Maintenance and construction

• Ensure the check and follow-up of facilities (office compound, Guest house residences ...) under the line manager supervision.
• Carrying out regular visits to the office & GH facilities, reporting any anomalies or problems to the line manager.
• Evaluating rehabilitation needs and following up minor building rehabilitation work in accordance with instructions given by his supervisor, and accounting to him/her on progress
• Check and maintain the waste management disposal with service provider.

Peoples Management.

• Manage the outsourced guards and Outsourced drivers and daily workers recruited in your area of operations.
• In liaison with the rental vehicle’s vendor and the Guards service provider, have a duty roster for the staff, track their leave days, have a JD, where possible for them and subsequent meetings to ensure no gaps in the areas of operations.
• Implementation of prevention measures against abuse of power, gender-based and sexual violence:
• Ensures that your team, partners and community members are aware of ALIMA\'s policy and have access to information (complaint escalation mechanism, focal point...).
• Facilitates the organization of training and awareness sessions
• Implements standards related to the prevention of abuse of power, gender-based violence and sexual violence.
• Contributes to creating and maintaining a nurturing and protective environment for your team, community members and project partners.
• Do frequent checks on the Hibernation stock, update and replenish if need be.