Responsibilities

• Supply Management:
• Carry out a purchasing environment analysis at the local level
• Supervise the update of price lists and supplier files
• Manage the Solidarités International purchasing procedures and those from donors funding the programs.
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Receive, approve and process requests for quotes and internal order forms
• Ensure that budgetary lines related to logistics are monitored and observed
• Supervise the preparation of purchasing documents and draft the contracts
• Participate in the drafting the call for tenders
• Supervise purchasing, ensuring that approval rules and procedures are observed
• Select suppliers and negotiate prices, deadlines and delivery methods
• Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures
• Ensure that dealings with suppliers are monitored
• Vehicle Fleet Management:
• Negotiate vehicle rental contracts
• Supervise the planning and execution of maintenance and repair work on mission vehicles
• Establish vehicle movement schedules
• Ensure that a complete breakdown kit is available on board all vehicles
• Permanently ensure that all drivers have received general training and carry out regular testing
• Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures
• Check that vehicle log books are in place and are used correctly
• Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analysed and recorded
• Prevent the misappropriation of fuel and spare parts
• Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored
• Equipment / Telecommunications Management:
• Update inventory in real time
• Optimize distribution of materials according to task needs
• Organize the installation, safeguarding and monitoring of materials
• Install communication means and ensure that they are regularly maintained
• Train teams in the use of these communication means
• Management and Monitoring of IT Equipment:
• Update antivirus software
• Implement backup and data-protection procedures
• Ensure the maintenance and correct use of IT equipment
• Provide technical assistance to teams and organize training sessions
• Supplies Management:
• Select storage locations and create a plan for the development and security of these sites
• Ensure material is stored under suitable conditions and monitor expiration dates
• Ensure procedures are followed as stock is checked in and out
• See that all documentation linked to stock is complete and correct
• Supervise monthly physical stock inventory
• Human Resource Management:
• Analyse and quantify logistics personnel needs
• Recruit, train and supervise the logistics team
• Conduct performance reviews for members of the logistics team
• Organize formal team meetings at regular intervals
• Security:
• Implement team safety measures as determined by the coordination team
• Train teams in safety rules and procedures
• Pass on any security-related information to his/her line manager
• Reporting / Capitalization:
• Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
• Ensure that internal order forms are monitored, and that the status of each order is given to the person waiting
• Consolidate logistics packs monthly and pass on to the logistics coordinator
• Provide the logistics coordinator with all information needed to draft intermediary and final reports
• Pass on purchasing reports for closed programs to the coordinators at the established frequency