Job title: Logistics Officer - MGQ

Location: Working for Medair’s Health/ Nutrition and WASH Somalia programme. This is a Mogadishu based position, with occasional field travels based on programme needs.

Job Holder Reports To: Logistics Manager

Overall, Purpose:

Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care the Logistics Officer supports many of the logistics activities of the programme.

On a day-to-day basis the Logistics Officer carries out a variety of functions required to ensure the logistical needs of the programme are met and that all logistical activities are delivered efficiently, accurately and on-time. All activities are carried out in line with Medair policies and procedures and according to any applicable donor, GSO or field guidelines.

Project Overview:

Health, Nutrition and WASH programme in several regions, including Mogadishu, specialising in linking up health facility-based services with community networks and integrated multisectoral outreach when malnutrition rates are high.

Community health projects including Care Group Model and integrated Community Case Management (ICCM)

Construction of a health facility, including WASH infrastructure and Emergency responses programmes

Major Duties and Responsibilities

Logistics

Carry out the day-to-day logistical functions of the programme including, but not limited to:

Procurement

-          Carry out the day-to-day programme procurement as per Medair’s procurement procedures including requesting for quotations, comparative bids analysis, raising and issuance of POs, follow up on the POs for full delivery of supplies, receipt and verification of supplies and back-order follow ups.

-          Ensure that all procurement related documents are uploaded on Medex system/SharePoint folder at the right time including contracts, PRs, invoice, Proof of delivery/WB etc.

-          Prepare payment disbursement forms for due payment of suppliers and contractors.

-          Ensure all supporting documents required for different procurement procedures are available in the Medex system.

-          Conduct market surveys of regularly purchased items in line with programme needs and update standard price list.

-          Ensure supplier contracts are renewed timely upon their expiration.

-          Carry out framework agreement procurement process and ensure adherence to procurement guidelines.

-          Undertake procurement process of construction works and ensure that all relevant steps and documents are availed and archived on Medex.

-          Responsible for office and warehouse premises contract management including timely renewal and payment process.

-          Maintain up to date information of supplier database and ensure that relevant information is filled properly Update and regularly monitor supplier contact management sheet and ensure that all contract information is up to date.

-          Closely work with the logistics manager in updating procurement plan in Medex on status of planned procuremen

Warehousing and stock management

−    Ensure warehouse is orderly, well ventilated, temperatures are monitored regularly and always observe the outlined maintenance schedule.

−    Ensure proper storage of supplies at the warehouse as per the shelving policy and according to the defined storage conventions.

−    Ensure accurate and efficient procedures are maintained in the warehouse, particularly in the areas of stock management i.e. use of appropriate records and templates, use of FIFO methods appropriately etc.

−    Ensure accurate and timely recording of all supplies/goods received or issued in the warehouse as per the supplier waybills/RoGS and as per the supply’s requisitions.

−    Perform daily/routine reviews on the accuracy of digital stock cards postings of goods received and dispatched.

−    Follow up with corresponding locations/destinations to ensure that supplies are received as per waybills and that they are duly signed and returned on a timely basis. Any variances thereon should be reconciled or explained cohesively.

−    Conduct monthly physical inventory and ensure any variances have been fully reconciled. Provide timely monthly stock reports to the LM and PMs. Such reports should show end of the month stock levels and include movement reports.

−    Coordinate with the health facility supervisors by notifying them of stock arrivals, stock levels, short expiries etc. Ensure all supplies with short expiry are dispatched on a first out basis.

−    Together with PSM and project managers, determine the minimum stock levels and follow

them to determine delivery schedules and timelines.

Archiving and documentation

−    Ensure accuracy by checking all dispatched supplies waybills to confirm that they are in line with the approved stock requests from programs.

−    supervise and make sure waybills of dispatched goods are signed and acknowledged by the recipient destination and returned to the office as soon as possible.

−    Make sure waybills and stock requests are archived in a physical file in the cabinet and scan copies are uploaded in the server in a timely manner.

−    Regularly update the waybill tracker sheet and make follow up of outstanding waybills from the facilities.

Field transporters

−    Coordinate transporters of monthly stock deliveries to various health facilities

−    Conduct due diligence and ensure that the transporters adhere to Medair guidelines and policies.

−    Ensue all regular transporters are contracted, and contracts are managed and renewed timely.

−    Ensure timely payment of transporters fees.

-          Perform other logistical tasks delegated by the logistics manager e.g procurement, security, and cargo clearances etc.

-          Make ensure your familiar with Medair guidelines include procurement manuals, stock

management manuals, HR, and finance guideline.

Communication

− Maintain a transparent, honest, and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements.

−  Develop and maintain positive relationships with suppliers, local authorities, other NGOs, and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.

•  Quality Management

− Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used, and guidelines 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.

− Support the Mogadishu office in any other function as requested including finance, HR, admin, and logistics functions.

Delegated Responsibilities

•   Compliance of logistical activities with Medair, donor, national and international requirements

•   Implementation of robust systems to ensure the physical security of the base(s) and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources.