Logistic assistant

Syria

Procurement/Logistics/Delivery

Finished or Exempted (For male)

-Procurement
•Perform all purchases in respect of TGH and donors procedures
•Ensure general office consumables (stationaries and reception) are always in stock
•Ensure that all relevant documents have been signed by the authorized persons before purchase
•Ensure the purchase is carried out under open, transparent competition and free from conflict of interest
•Update the Purchase requests follow-up and the PFU in real time
•Manage his operational advances received and justify them with proper purchase documents and invoices
•Make proper filing for the purchase documents in line with TGH and donor requirements
•Create and regularly update the prices list in all areas of intervention and the local suppliers data base
•Liaise with the Program team to provide logistic support to the projects and the field teams
•Ensure the quality of the items purchased with the requester
•Manage delivery of materials ordered at base or in the field according to the defined needs

-Transport
•Follow vehicle rental contracts
•Establish vehicle movement schedules
•Ensure that safety equipment is available on board of all vehicles
•Ensure that the drivers respect safety rules and procedures
•Check that vehicle log books are in place and filled correctly
•Follow up the fuel consumption of the vehicle on a monthly basis
•Ensure that all vehicles have valid administrative documents
•Organize, follow and provide documents for the transportation of materials to other bases or field sites
•Ensure periodic maintenance of all the vehicles
•Check vehicle condition with the assistance of the drivers and repair them if needed
•Make bookings (transportation and accommodation) for the staff when required (field visits, trips to Middle East region etc)

-Premises
•Conduct office or expatriate house search when necessary and organize moving
•Follow premises rental contracts
•Carry out basic maintenance for the office and the guesthouse
•Ensure the safety and functioning of all building fixtures or facilities, contact owners or workers for maintenance and repairs

-Equipment
•Update the equipment inventory in real time
•Make sure assets are properly identified (tagged), stored or used
•Monitor the flow of the equipment, carry out check-in & -out, handover, donation procedures when required
•Manage the physical inventory of equipment every 6 months and in all case at the end of each year
•Ensure the maintenance and correct use of IT equipment
•Update antivirus software
•Implement backup and data-protection procedures
•Provide technical assistance to the team if needed

-Stock
•Ensure material is stored under suitable conditions and is easily identifiable
•Receive the material and check the quantity and quality according to the waybill or packing list
•Ensure an efficient stock management according to the rotation and to expiry dates (FIFO, FEFO)
•Deliver the items following the procedures
•Monitor on a daily basis all movements (in and out) of material stored and be sure that each movement is traceable by filling in the proper format related: stock card, release order, etc
•Update the stock report on a monthly basis
•Manage the physical stock inventory every 3 months

-Security
•Implement safety measures as determined by the Head of Mission
•Pass on any security-related information to the Head of Mission
•Respect the security guidelines and ensure their update on the sites
•Act as security focal point when the team is in the field (ensure the team movements tracking)

-Staff Management
•Participate to the recruitment of the team under her/his management in coordination with her/his line manager
•Monitor the work of the staff under her/his management
•Ensure the administrative management of her/his team (daily attendance, leaves) in collaboration with the HR department
•Conduct staff appraisal under her/his management
•Ensure that her/his team complies with TGH internal rules (disciplinary management when needed)
•Build capacity of the managed team: perform regular performance evaluation, give working objectives, adapt the job description, identify the needs in terms of capacity building and conduct trainings

-Administration / Communication
•Support the implementation of internal procedures in collaboration with the Administrative Coordinator
•In collaboration with the Program Managers, prepare the weekly cash request to submit to the Administrative department
•Manage the operational advances received and justify them with proper purchase documents and invoices
•Perform translation tasks as required
•Ensure a proper level of soft and hard records for all TGH documents
•Assist the Administrative Coordinator in preparation of audits
•Contribute to the reporting to the donors, local authorities & partners
•As per requested by the Administrative Coordinator, ensure TGH representation in external meetings
•Develop and maintain positive relationships with suppliers, other NGOs and any other stakeholders, representing TGH and ensuring good cooperation and partnerships
•Ensure the team is informed of the required logistical procedures, and be available to answer any logistic related questions and to provide coaching and guidance as necessary

The Logistic assistant is in charge of ensuring the smooth management of logistic issues (premises, procurement, storage, delivery and staff transportation).

Please send your CV, cover letter in English and 2 references.
Only short-listed applicants will be contacted.

Please note that the position is open for Syrian only.

"Actor in a sustainable and shared solidarity"

Established in 1994 TGH is an International Non-Governmental Organization (INGO) designing and implementing emergency, rehabilitation and development programs. Its action includes several areas of expertise within a comprehensive approach: the programs fall within the fields of Education; Water Hygiene & Sanitation; Food Security, Livelihood & Rural Development. In 2018, TGH operates in 10 countries and manages 70 programs.

TGH has been registered in Syria in May 2017 and works under the coordination of the Syrian Arab Red Crescent (SARC). Both Organisations have agreed to cooperate in order to enhance their common objective of offering humanitarian aid to the Syrian affected people that need help wherever it is possible in the country. The main TGH sectors of activities in Syria are WASH and Education.

A preliminary assessment in the WASH sector has been carried-out by TGH from 18th July to 27th July 2017 under the coordination and with the support of SARC. Another one has been conducted by TGH team and SARC in Hama in October 2018. Since then TGH has field based staff in Hama carrying out all TGH activities in Rural areas.

Jul 25, 2019

English