JOB TITLE: Logistic & Supply Chain Assistant

TEAM/PROGRAMME: Support, Supply Chain

LOCATION:  Gardo

GRADE:  5                          

TYPE OF CONTRACT:  National

CHILD SAFEGUARDING:

Level 3:  the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

As an integral staff member of the Save the Children, the Logistics Assistant will support the field team by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of logistical activities in Gardo region of Puntland

SCOPE OF ROLE:

Reports to: Logistics & Supply Chain Officer

Dimensions: Save the Children works in 4 regions in Somalia/Land with a current staff complement of approximately 350 staff.

Staff directly reporting to this post:  None.

KEY AREAS OF ACCOUNTABILITY:

Warehouse and Stocks Management

Receive all incoming supplies; inspect and verify for conformity to order specifications and delivery notes

Act as custodian and controller for all the items in Save the Children warehouse(s) in Bossaso.

Identification of materials on receipt and dispatch

Record all goods received are recorded in standard Save the Children templates [GRN] goods received note

Ensure appropriate packing and loading of materials for dispatch and supervise material loading and unloading

Assign storage locations for all goods received and ensure that they are handled as per Save the Children procedures of safety, security, accountability and transparency

Record all goods dispatched by Save the Children in standard templates

Ensure that all store transaction paper works are kept files as per SC filing system

Issue/distribute materials, products, parts and supplies to field staff, based on Save the Children standard requisition procedures

Conduct monthly and quarterly stock physical counts.

Follow up with staff to ensure that goods do not stay for long periods in the stores, and recommend disposal of excess, expired, defective or obsolete stock

Ensure the stores are kept in a good reparative order, are kept locked and are clean and tidy.

Ensure that the TIM system is up to date as always.

Assets and Inventory Management

Maintain/Assist the Logistics Officer to maintain the Assets and Equipment Register for the field office.

Coordinate with staff and the Logistics Officer to ensure that all the changes to the assets & equipment’s locations, conditions are reflected timely and correctly.

If responsible for assets, ensure that the assets that are issued to staff are authorised, recorded and necessary paper work exists in assets file, as per Save the Children policies.

Ensure/assist the Logistics Officer to ensure that all assets are properly maintained and looked after. Any misuse and abuse is reported up the chain.

If responsible for stores, ensure that all procured materials are properly stored and correctly recorded. All stores in the field office must be well maintained.

Ensure that the movement of inventories to or from the stores are correctly documented; authorized and paper work is done as per procedures.

Alert the Programme Teams/Head of Office about the receipts and dispatches and coordinate with all concerned, as it may be necessary.

Fleet Management

Provide day-to-day supervision to the drivers to ensure that all the vehicles are properly cleaned, well maintained and driven/used as per the policies of the organisation.

Ensure that the allocation of vehicles and drivers is done as per plan and in an effective manner in response to authorised transport requisitions.

Ensure that Logbooks are duly filled and Checklists are completed by the drivers on a daily basis and the information contained in them is collated and recorded in the appropriate manner.

In collaboration with the Logistics Officer ensure that all vehicles receive scheduled preventative maintenance and faults are rectified efficiently. All vehicles, including the communications equipment, remain in operational condition at all times.

Assist the Logistics Officer to ensure that the reports related to vehicles are generated as per deadlines and all records e.g. Logbooks, Maintenance Reports, Fuel Reports and Mileage Reports are well kept.

Transportation & Freight

Arrange for transportation of goods and equipment’s between offices or to field sites and ensure that the goods are securely packaged and loaded to prevent damage during transportation.

Compile accurate documentation relating to the movement of items between locations, whether as a transfer or for distribution.

General

Report, as required, on project work and any management issues arising in each assignment (to the area management teams)

Comply with Save the Children policies and practice with respect to child protection, code of conduct, procurement and logistics, health and safety, equal opportunities and other relevant policies and procedures.

Ensure that all work is carried out in a way that is sensitive to community needs and gender and children issues. In particular, to promote the full and equal participation of women and children in all aspects of the work.

Within reason, implement additional actions and responsibilities, as requested by your line manager.

COMPETENCIES AND BEHAVIOURS

Delivering Results (Skilled)

Delivers timely and appropriate results using available resources

Takes responsibility for their work and its impact on others

Plans, prioritises and performs tasks well without needing direct supervision

Understands the link between their work and the organisation’s objectives

Problem Solving & Decision Making (Skilled)

Gathers the right information and uses critical thinking to make effective and timely decisions

Knows when to involve others in a decision

Simplifies processes and procedures wherever possible

Applying Technical & Professional Expertise (Skilled)

Delivers work that reflects a good knowledge and application of technical and professional standards

Keeps up to date with trends in their work area

Maintains ethical and professional behaviour in accordance with relevant codes of conducts

Working Effectively with Others (Skilled)

Actively listens to new and different perspectives and experiences of those they work with

Proactively supports team members and trusts their capabilities

Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups

QUALIFICATIONS AND EXPERIENCE

Minimum Diploma in Procurement or business administration or accounting or other relevant Subject.

Minimum 2 years proven work experience in logistics/supply chain with NGO’s and INGOs as well financial institutes

Proficiency in Using computer applications

Good Written and spoken English and Somali languages

CHILD SAFEGUARDING POLICY:

Any employee, consultant, contractor or the supplier undertaking an activity on behalf of SCI must sign the Child Safeguarding – Declaration of Acceptance  Form] and comply with the SCI’s Child Safeguarding Policy which is a statement of SCI’s commitment to preventing abuse and protecting children with whom it comes into contact.

This extends not only to children with whom SCI and its partners work directly, but also includes children whom staff are responsible for.  SCI believes that the situation of children must be improved through the promotion of their rights supported and demonstrated by all members of staff. Save the Children International’s Code of Conduct sets out the standards which all staff members must adhere to.

CODE OF CONDUCT

Because Save the Children’s work is based on deeply held values and principles, it is essential that our commitment to children’s rights and humanitarian principles is supported and demonstrated by all members of staff. Save the Children’s Code of Conduct sets out the standards which all staff members must adhere to.

Declaration of commitment:

I …………… understand and agree to undertake my responsibility in accordance with the above listed accountabilities/activities and also abide the terms and conditions of the contract

Signature: ……………….. Date: ………………

Date:   Aug 2020                                                                             Author SCI