Job Detail

About MEDAIR

Job Description

OVERALL PURPOSE

To provide management over Logistics functions for the Nili Office and Guest House, and to oversee the management of Medair assets, and stock.

RESPONSIBILITIES

• To implement and monitor logistic processes associated with warehouse management, equipment management, fleet management and procurement.
• To oversee and manage the logistics team in the Nili office and sub-bases.

General Responsibilities:

• To uphold Medair values and to contribute to the wellbeing of the team as an active member.
• To adhere strictly to Medair National Staff Regulations.
• To adhere strictly to Medair Security Plan and the SOPs relevant to this role.
• To conduct all Medair activities honestly and to report any issues to the line manager or a member of the Medair management team.
• To be flexible and willing to assist in other areas of work as requested by the line manager.
• Help ensure the safety of the staff in the field and inform the Manager of any development related to security in the field.
• Contribute/providing logistics inputs during project development/budgeting for Nili base.

Communication:

• Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements
• Provide training, advice, mentoring and coaching as required to all relevant staff on logistical procedures, internal controls and the logistical requirements of donors
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships

MAIN ACTIVITIES

Base & Staff Management:

• Organise the payment of rent and rental taxes for Nili office and field bases
• Ensure proper upkeep and maintenance of Nili base
• Line manage Nili logistics staff with an emphasis on developing individual and team capacity to handle a variety of logistical tasks as efficiently and effectively as possible including daily activities, workplan progress, gap-fills, delegate tasks with appropriate controls and follow-up.
• Ensure compliance to all HR requirements for Logistics staff, including timesheet approval, holiday planning, appraisals and recruitment processes.

Logistics:

• Carry out the day-to-day logistical functions of the programme including, but not limited to: Supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities, communication and IT (e.g. satellite and mobile phones, laptops, printers, scanners, etc.), maintenance and asset tracking.
• Ensure all activities are carried out in line with Medair guidelines and procedures and according to any donor requirements.
• Carry out frequent and thorough checks on the quality of equipment and supplies, ensuring that items are maintained in a good condition and that Medair is receiving ‘value for money’ on items purchased.
• Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. purchase requests, waybills, stock control, asset tracking, etc.), that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements.
• Contribute to development and follow of base (project) procurement plans in collaboration with Project Managers and Line Manager.
• Ensuring that all standardised formats are used and guidelines and procedures are followed.
• Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources.
• Review and authorize logistics documentations e.g. ERF, CBA, PO/contract etc.
• Doing procurement over 7,000 USD.
• Ensure that Medair is receiving ‘value for money’ on items purchased.
• Framework Agreement/contract management, keep the procurement tracking database up-to-date. E.g. BoF, procurement database, price list, supplier file, supplier database, etc.
• Monthly check of procurement and fleet management systems
• Filing and archiving of all logistics documents in accordance with Medair and donor guidelines

Equipment Management:

• Track the location of all Medair equipment in use in the Daikundi
• Carry out monthly checks to determine the condition of the equipment and ensure items are maintained.
• Keep the equipment tracking database up-to-date
• Ensure that equipment documentation is kept accurate and up-to-date
• Provide recommendations for equipment to fill needs
• Organize required repairs of non-fleet equipment
• Following all Medair Equipment Management rules and regulations
• IT focal point for Nili office
• Repair/maintain Internet connection and troubleshooting when required In Nili office and field bases

Stock Management:

• Receive shipments of stock when required
• Ensure items are stored safely and correctly
• Organise for the transport of items to Medair Field Bases if necessary
• Distribute items from stock as required, ensuring paperwork is filled out correctly
• Ensure that all paperwork and documentation is kept in good order
• Review and check monthly stock reports

Other Duties:

• Cross check of PDFs before signature of budget holder
• Cover for other Logistics personnel as required
• UNHAS focal point in Nili from Medair
• Any other reasonable duties, as requested by Line Manager

Skills Required

• MS Excel
• MS Office
• Fluency in English, Pashto/Dari

Submission Guideline:

Interested applicants should apply and forward their applications through the online JOB APPLICATION FORM which could be found under the submission email. The link should be copied, pasted and opened in a new page.

Note: Please indicate the position tittle and vacancy number in your application letter. Applications received after the closing date or without the exact position title and vacancy number will not be given consideration. After submitting the online application, if some applicants do not immediately receive an automatic email from Medair, they shouldn't worry about their submission. When you open the link. please use the dropdown menu and choose the tittle of the position. 

Submission Email: