Job Description
- Job Title: Assistant, Logistics
- Location: Yemen - Sana’a, YE (Primary)
- Yemen Office: Ibb/Taiz
- Category: Logistics Supply Chain
- Date Needed By: 7/1/2024
Program Description (Background)
International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance
Job Description
JOB SUMMARY: The Logistics Assistant assists in the delivery of Logistics services and support in accordance with International Medical Corps policies and procedures, donor and host country regulations.
The Logistics Assistant supports supervisor in the areas of office management, including related procurement, Fleet management and security.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
MAIN TASKS AND RESPONSIBILITIES
Office management
- Focal Point for all the daily office activities and follow up
- Focal point on Monthly office payments Main office and Filed offices
- Responsible of the office stock inventory
- Perform regular visits to the field to update the stock sheet accordingly and coordinate with the procurement staff on the acquisition and delivery of supplies sites
Fleet Management
- Assists with weekly movements plan and in assigning planning to drivers accordingly.
- Assists in compiling field schedules on weekly basis and be in a direct contact with the focal points in each area.
Security
- Assist the security manager on; monitoring the evolving situation-inform the staff accordingly, updating the security documents for IMC mission as required.
Logistics reports
- Assist in preparing logistics reports as tasked by manager
Fraud prevention
- Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor rules and local laws and regulations.
- Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.
Job Requirements
MINIMUM QUALIFICATIONS
- Typically, a degree in Logistics, Supply Chain, transport Management or related area. Equivalent combination of relevant education and experience may be substituted as appropriate.
- Typically, 6 months experience in Procurement and/or Logistics
- Good interpersonal and team skills
- Commitment to and understanding of IMC’s aims, values and principles
- Knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook
- Ability to integrate and work well within multi-ethnic and multicultural team.
- Ability to work in harsh conditions, often in remote areas,
- Fluency in written and spoken English.
- Relevant qualifications or training courses
Additional Technical or Language Requirements
Warehouse and stock management:-
1- Manage and supervise the receiving, shipping, handling, distribution, and storage of all freight, product, and supplies that come in and out of warehouse.
2- Ensure the management of Stock and Warehouse according to the procedures outlined in IMC Supply and Logistics Manual.
3- Participate and ensure the selection of warehouse according to standard (Access, Space, safety & security)
4- Ensure the use of GRN for each transaction related to reception of materials and waybills for each transaction related to issuance of materials.
5- Make sure that the issuance of material is to the relevant department after receiving the Stock Request validated by the authorized persons.
6- Report to the procurement team and representative of supplier regarding any issue with the quality/quantity and indicate any damaged items in the GRN.
7- Participate in conducting physical stock count regularly, full physical count every 3 months, and report any discrepancy to the line manager. Asset and IT Management:-
1- Ensure that existing practices, policies, and procedures follow the IMC Asset management manual and applicable donor and country requirements.
2- Implement a reliable and accurate management process including documentation, reporting, and control system. Ensure it is properly maintained and periodically verified.
3- Ensure that every asset and attractive item is logged, issued with a unique IMC asset ID, assigned to the custodian, and tracked in line with Assets Management procedures.
4- Provide technical input and supervision to Asset Focal Points in order to implement accurate Asset tracking and reporting.
5- Manage the assets based on the IMC Asset Management procedures.
6- Ensure that all Assets/Attractive Items are recorded in Asset List and kept up to date.
7- Ensure that all Assets/Attractive Items under their responsibility are assigned to Custodian who is an active employee.
8- Document handover to/from the custodian, in coordination with relevant departments (i.e., HR for newly hired staff/termination).
Fleet: -
1- Assist in verification of the monthly vehicles and generators reports and preparation of the logistics monthly report.
2- Assist and support the fleet assistant (if any) on the movements and activities of the Drivers.
3- Support the fleet assistant for any requirement needed.
4- Monitor the fuel consumption of the generators and report accordingly. Please note, for Yemen-based roles, we are only able to accept applications from candidates who are eligible to work in Yemen. Since the position is a national role, we are unable to progress applications that would require sponsorship. International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document. Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com.
Please do not submit your CV or application to this website, it will not be considered for review.
CODE OF CONDUCT
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report. If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.
SAFEGUARDING
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, and any form of trafficking in persons.
EQUAL OPPORTUNITIES
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.