List of key activities: Supervision of the processing of the mission's orders and implementation of the purchasing process - Receive, verify and process requests for quotes and BCIs issued by the databases
- Ensure the BCI follow-up of the purchases of the bases in coordination and at headquarters and inform the requesters of the progress of the processing of their orders
- Provide support to database logisticians for the realization of purchases and the drafting of contracts
- Drafting calls for tenders as well as contracts requiring coordination and head office validation
- Support the bases in the implementation of framework contracts and monitor their deadlines
- Oversee the implementation of procurement by ensuring compliance with validation rules and procedures
- Centralize the purchase of sustainable equipment according to IS standards and have them validated by the logistics coordinator before sending them to the head office procurement department
- Ensure that the procurement files on the mission are complete and archived according to IS procedures
- Take charge, at the request of the Logistics Coordinator, of specific purchasing files.
Overseeing Mission Procurement - Ensure the capitalization of price and supplier lists, as well as the documentation in use (import – export, exemption, taxes, etc.)
- Carry out the analysis of the purchasing environment at the national level and compile the analyses carried out at the database level
- Master the IS purchasing procedures and those of the donors financing the mission's programs
- In collaboration with the programmes, consolidate the procurement forecasts of the bases and ensure the proper compilation of the procurement files at the mission level
- Select suppliers, negotiate prices, deadlines and delivery terms
- Follow up on supplier relationships
- Consolidate monthly follow-ups of Procurement Files from all the bases of the mission
Shipment Tracking - Identify local and international freight forwarders and carriers
- Be in charge of tracking freight and international shipments
- Oversee customs clearance and exemption procedures for imported equipment
- Ensure that domestic freight and shipments are completed on time
- Ensure that base logisticians are informed of expected delivery dates for open capital and headquarters orders.
Supervision of the Mission's stock management - Monitors the proper management of the mission's warehouses
- Ensure sufficient and satisfactory storage conditions. Report the problems identified and make concrete proposals to the logistics coordinator
- Consolidate and analyze monthly inventory inventories from the various bases of the mission
- Ensure compliance with storage procedures and the use of IS formats
- Ensure that monthly physical inventories are completed and reconciled with theoretical inventories
- Consolidate monthly the inventory of donations across all the mission's programs and transmit it to the logistics coordinator
- Make proposals on the reallocation of equipment remaining at the end of the programme and dead stock.
Fleet management - Consolidate and analyze monthly consumption for the mission's fleet of vehicles
- Implement the management method for the supply of fuel, spare parts and consumables to the vehicle fleet
- Supervise the administrative management of vehicle-related documents (log book, contracts, insurance, registration, etc.)
- Ensure the rational management and pooling of vehicles at the base level
- Ensure the execution of major maintenance and repair operations of the mission's vehicles
- Ensure the presence of on-board documents, safety kits and the appropriate on-board package in the vehicles on the mission
- Enforce rules related to the movement of vehicles and people
Communication Management - Familiarize yourself with the legislation in force regarding radio communication equipment
- Ensure the systematic assignment of logistics codes to each of the equipment entering the mission's fleet
- Participate in the sizing of the mission's means of communication according to the opportunities and constraints related to the field with the logistics coordinator
- Ensure the quality of the installations, the proper functioning and use of the communication systems
- Maintain the status of the mission's radiocommunication equipment in conjunction with base logisticians
- Ensure that regular physical inventories of base radiocommunication equipment are conducted.
IT asset management - Participate in the sizing of the mission's computer equipment
- Ensure with the IT Manager that the system in place for backup, data protection and antivirus updates is working properly and, if necessary, make concrete proposals to the Logistics Coordinator
- Ensure with the database logisticians and the IT manager the regular maintenance and proper use of the IT equipment on the mission
Security - In conjunction with the logistics coordinator, participate in the management of the security of the missions: contextual monitoring, validation of security plans and tools, matching of available resources with security plans.
Human resources: - Supervise the work of the logistics team under his/her responsibility
- Evaluate the performance of staff under his/her direct supervision
- Supervise the proper implementation of schedules on the bases (guards, drivers...)
- Train logistics teams in IS procedures and provide them with support
- Be a mediator in all phases of conflicts involving members of the logistics teams
- Organize training workshops on logistics themes according to the needs identified
Capitalization / Reporting / Representation - Temporarily replace the Logistics Coordinator or provide support to the bases when needed
- Temporarily replace the Logisticians of the bases after validation by the Logistics Coordinator and the TCs
- Collect, consolidate, process and analyze the monthly logistics reports (log packs) of the bases and transmit the logistics reporting to the Logistics Coordinator of the mission according to the defined periodicity
- Identify points of attention (weaknesses, priority actions) and communicate them to the Logistics Coordinator
- Actively participate in the drafting of operation proposals and donor reports for the logistics parts
- Participate in coordination meetings relating to logistics, represent IS on request and/or on delegation
- Oversee the archiving of mission logistics documents
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POSITION OF THE POSITION IN THE ORGANIZATIONAL CHART (hierarchical and functional relations) Reporting to: Logistics Coordinator Under the hierarchical authority of: Field Coordinator (during the temporary replacements of the Base Logisticians) Hierarchical authority (based on) on: Logistics Assistant of the coordination base Under the functional authority of: Head Office Purchasing Officer Functional authority on: Base logisticians |
