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Deputy Logistics Coordinator

2 months ago

Amman, Amman, Jordan Solidarites international Full time
"Vehicle fleet management

Participate to Sizing / optimizing the fleet and thermal park-based activities and ensure its homogeneity Participate to the planning and execution of maintenance and repair tasks on mission vehicles
Participate to defining the contents of a vehicle's tool kit and ensure compliance by all bases
Participate to the compilation and analysis of the monthly fuel consumption

Participate in the Implementing a supply strategy for fuel, spare parts and consumables

Manage the administrative management of vehicle documents (logbooks, contracts, insurance, etc.) under the supervision of logistics coordinator
Support the strategy of reducing carbon footprint whenever applicable such as vehicle pooling and fleet rationalization

Stock management

Participate in sizing the emergency stock and contingency for the mission and bases
Ensure compliance with Solidarités International storage procedures and format usage
Ensure that monthly physical inventories are carried out and reconciled with physical inventories
Participate to consolidation of the monthly valuation of donations for all mission programs
Make reallocation suggestions for remaining materials once a program is completed in close collaboration with Logistics coordinator and programs
Ensure proper and compliance flow of resources at field level and validations between storekeepers and programmes

Assets Management

Participate to the strategy definition for replenishing the equipment park statement with logistics coordinator
Assign a logistics code to all equipment entering the park in accordance with SI procedures
Participate to the monthly update of the mission park statement
Participate to scaling up the mission's communication resources according to the field capacities and constraints
Be aware of current legislation related to radio communications equipment
Ensure assets physical inventories are carried periodically at coordination and field level

Premises management

Review all lease agreements and amendments for the base
Support the field team with premises assessment and new lease agreements drafting during any planned move
Supervise the logistics officer at coordination to ensure guesthouse and office minimum safety and logistics requirements are met

Computer equipment management and IT

Participating to implementation of a strategy for backups, data protection via SharePoint and LINK systems with HQ
Capacity building to staff on SharePoint systems and data storing
Emails creations / modifications for new joiners in coordination with the HR department
Supervise the logistics officer and field logistics that software licenses are valid and assets are well maintained / repaired whenever needed
In coordination with field logistics and log officer at Coo, to ensure the networking and IT infrastructure / connectivity is matching SI's requirement

Reporting / capitalization

Under the supervision and in close collaboration with Logistics Coordinator:
Compile and thoroughly analyze monthly logistics reports of the bases and carry out logistics reporting to logistics coordinator on a predefined schedule
Be an active participant in drafting proposals and donor financial reports on behalf of the logistics sections
Review logistics BOQs from the bases when drafting proposals
Ensure SI partners' compliance with SI logistics rules and procedures and perform spot checks
Centralize information's on transport companies, distances, prices and methods
Ensure that price and supplier lists for import-export are compiled, along with documentation requirements in effect (import – export, exemptions, taxes)
Transmit procurement files for completed programs to headquarters according to the established schedule
Participate in coordination meetings and interagency meetings relating to logistics when asked and/or delegated to do so
Ensure and prepare updated stock and assets reports for audit reporting
Participate to the archiving of logistics documents and ensure the relevant archiving done at base level

Human resource management

Logistics briefing to new joiners to SI on IT and logistics
Provide support and training materials to logistics team members
Appraise personnel under direct supervision.
Participate to organizing regular formal meetings with team members

Mission:

Objectives:
The Deputy Logistics Coordinator backs up the Logistics Coordinator in guiding the mission logistics activities.

Responsible for capitalizing all information related to operational procurement and logistics processes.
Responsible for supervising the logistics staff capacity building on all related operational procurement and logistics processes.
Responsible for taking on the functions of the Logistics Coordinator in case of absence.

Required Skills and Background:
Bachelor's degree in a field related to Logistics and/or supply.
Technical knowledge on all the components of logsitics components (fleet, assets, premises and warehouse) & IT experience is addition
Customs clearance procedures knowledge (importation/exportation)
Using link software will be an addition
Great communication, time management, team management
Autonomous, organized, ability to prioritize and to work under pressure
Strong computer skills essential

"