LOGISTICS COORDINATOR ASSISTANT

POSITION SUMMARY

Managed by a Logistics Coordinator, the Logistics Coordinator Assistant in collaboration with the Line Manager, is responsible for the proper designing, planning, and implementation of the supply chain in the mission/country, ensuring the achievement of the objectives set at the mission Level. He /She is expected to support the Country's Mission, in ensuring the timely arrangement of different project commodities i.e. goods, drugs, and services to support ALIMA intervention in the Somali Region, Ethiopia. Also, the position holder will ensure support to the mission in Coherence of ALIMA standard Procurement procedures & Donor Financial requirements and have an understanding of the Ethiopian Government customs & import procedures, and ensure our supply strategies are aligned accordingly.

LOGISTICS COORDINATOR ASSISTANT RESPONSIBILITIES

I. International & local Supply Management:

• He/she is responsible for project Procurement planning, in close connection with the Logistics Supervisor of the project office, Country Pharmacy Manager, Medical Coordinator, and Logistics Coordinator;
• He/she is responsible for maintaining procurement tracking sheets (local & international), updating and sharing with relevant departments;
• He/she will ensure that Donor & ALIMA procurements requirements, procedures, and guidelines are respected in all ALIMA procurements;
• He/she will follow up on international supply during the process, before arrival or in customs, being responsible for preparing and providing all necessary documents (customs clearance, transits, etc.) on time;
• He/she is responsible for the execution of procurement of local supply process through the coordination office, to be timely purchased and delivered to the project office on time;
• Ensure that local purchase of supplies is done as per ALIMA Procurement guidelines, specifically ensuring the quality of goods/supplies and best value for money;
• Market intelligence with due diligence to ensure that ALIMA is paying according to prevailing market prices;
• He/she is responsible for critically reviewing the prices to have effective cost control in the procurement of supplies/goods and equipment for the project;
• Maintains a Supplier Database at the mission level, with all relevant information, including their contact details and market of supplies;
• Maintains price list of different project commodities at the mission level, and evaluates the price every quarter;
• Ensures that all in local Procurement, ALIMA procurement procedural compliance is respected and adopted as per the threshold of the accumulative cost of specific supplies/goods and equipment. Checking that ALIMA procedures for national purchases, local orders, and requests for quotes are followed (if purchases are over a pre-defined amount);
• Prepares tender documents & call of quotation for any supplies needed;

II. Emergencies:

• Participates in any emergency activity or exploratory visit in or out of the ALIMA area of work, being prepared to intervene directly if needed and assume the management of all supply activities and staff.

III. Team management:

• Participates in the selection, follow-up up and evaluation of Field Logistics staff under his/her direct supervision;
• Trains the staff on supply chain standards & administrative procedures of Shipment Customs clearance;
• Undertakes regular evaluations of staff team under his/her direct supervision;
• Promotes communication and active participation of all staff under his/her supervision.

IV. Reporting:

• Sharing of weekly reports for both International and Local procurements to Field Staff;
• Participates in monthly reports according to guidelines, i.e. International and local procurement updates, procurement planning, etc. together with the Logistics Coordinator;
• Carries out regular market surveys and makes them available to program staff.

V. Data and reporting

• Consolidates reports for all logistics families and analyses data
• Writes and transmits the monthly logistics reports to the Project Coordinator and the Logistics Coordinator.
• Organizes clear filing and archiving of all paper and electronic logistics documentation
• Compiles quantitative logistical data (consumption, stocks, distributions) and analyses them before transmission to the logistics coordinator

VI. Fleet management

• Ensures that standard services of ALIMA's own and leased vehicles are performed, as well as daily and weekly checks.
• Conduct market assessments as per ALIMA SoP. Conclude lease of vehicles
• Ensures rational consumption for all vehicles, generators, and motorized equipment.

VII. Inventory management

• Ensures the implementation of inventory management tools
• Centralizes and controls monthly, quarterly, and annual inventories
• Performs physical inventory controls.
• Monitors and analyses consumption of food, fuel, and common consumables (chlorine, hygiene products, patient kits, stationery, etc.).
• Ensures and controls the quality of storage in the warehouses.
• Ensures proper stock management through stock cards, by implementing control tools.
• Perform any other duties assigned by the Line Manager.

EDUCATIONAL QUALIFICATION

Degree/Diploma in Essential university degree, desirable supply-related studies/ Logistics Studies from a recognized university or college.

SKILLS AND EXPERIENCE

• Minimum of 3 years relevant experience in supply chain activities and related jobs is mandatory;
• Experience in managing the logistics of medical projects is advantageous;
• INGO experience is desirable
• Desirable computer literacy (word, excel, and other software)
• Desirable Ability to do basic repairs.
• Good command of written and spoken English

OTHER QUALITIES

• Excellent interpersonal and communication skills
• Highly effective organizational and multitasking skills
• Can work under stress
• Autonomous and flexible