Logistics Assistant
Médicos del Mundo
- Чернівці
- Контракт
- Повна зайнятість
- Medical equipment and consumables, Personal Protection Equipment for MDM Mobile Units and for donations
- Office stationery, and office/guesthouse supplies and furniture.
- Local procurement, under supervision and control from the Logistics Officer
- Maintaining up-to-date control of all assets including tracking donor, value, and location, and recording all asset movements and disposals.
- Support the Logistics Officer to manage Assets in an accountable way.
- Support teams in each locations to complete filing of Assets and tagging.
- Conduct physical count on regular basis and annually as per MdM standards.
- Keep all records of asset related documents such as (MR, PO/Contract, GRN, Invoice, Delivery Notes, repair forms, asset transfer or disposal forms, donation and etc.).
- Ensure the office maintenance, printing, scanning and photocopying of documents, logistics and hospitality arrangements in connection with meetings and other events.
- Provide support in the running of the Guest House(s) - GH. This includes but not limited to dealing with the cleaner in ensuring the places are kept cleaned, GH are supply with toiletries, electrical appliances, etc.
- Provide support in the daily running of the office through the engagement with contractors, vendors, suppliers, etc and in close collaboration with the Logistic Officer.
- Under supervision of Logistics Officer, Logistics Assistant will be responsible for fleet management, Transport Planning, Drivers management, reporting, fleet maintenance and records keeping.
- Ensure the monitoring and maintaining all safety rules and regulations related to the fuelling of vehicles and report all violations to the Logistic Officer or Logistics Coordinator.
- Ensure the management of Fleet and fuel supply through maintaining accurate inspection records.
- Ensure that vehicles are in good working order by inspecting/testing the vehicles and arranging/recording servicing and repair.
- Provide the management of drivers.
- Coordinate vehicle & staff movements, manage the fleet and ensure the delivery of timely, effective and accountable logistics support to MdM team in carrying out programmatic activities.
- Provide support with arrangements for duty travels, including travel authorizations, flight and hotel reservations.
- Prepare Mission request, reception, and dissemination
- Updating MR tracker on regular basis.
- Supplier mapping and updating supplier list of Chernivtsi base.
- Working with the project supply catalogue and Price lists.
- Procurement conduction as per the direct procedure according to MdM procurement procedures.
- Support the Logistics Officer on negotiated procedures and tenders, as instructed, or requested (contract drafting, evaluation grids drafting, acts and donation certificates drafting).
- Direct communication with suppliers (phone, emails, physical visits)
- Assist the Logistics Officer with any tasks related to management of the stocks (office, guest houses).
- Identify the equipment entering IN and outgoing OUT and check the quality and quantity of all the goods, materials and items (Check, record and store goods received).
- Review and update the stock cards and bin cards and Stock Reports and other warehouse documents, entering in stock cards and bin cards and further register them in stock register/stock reports all the goods received IN and OUT.
- Manage cargos and shipments, completing the various dispatch documents, supervise preparation and charging of products and equipment.
- Ensure follow up on stocks and pay particular attention to any discrepancies and damages to the goods, materials and items being entered into the warehouse, and in case the damages or discrepancies are identified, immediately inform the line manager.
- For heavy items, materials and goods, request from your line manager for daily workers, when needed for loading and unloading being done.
- Supervise the daily workers while loadings and unloading of goods, materials and items.
- Inform the line manager regarding the deliveries and releasing the goods to/from the warehouse.
- Ensure that all goods are stored and packed safely and securely and in accordance with MdM guidelines and procedures.
- Regularly check inventory levels (physical counts) and update stock cards, take part in the physical inventories regularly.
- Ensure that all items are well organized and correctly stored in each location, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
- Ensure that the physical stacking of items within warehouse and stocks s is logical, optimizing space and preserving accessibility of items.
- Pack and prepare orders for delivery/dispatch.
- Collect all relevant signatures and approvals on procurement documentation
- Collect and file all relevant documents of procurement process (Mission Requests, Evaluation Grids, Contracts, Invoices, Reception Notes, Emails)
- Update Procurement Follow Up tool
- Update Contract Follow Up tool
- Scan and archive all procurement related documents on MdM SharePoint
- Work together with the rest of logistics team, to ensure qualitative results on procurement
- Work together with administration/ finance team, to ensure accountability on procurement and financial processes.
- Work together with program team, to increase procurement planning and support to the Medical and Mental Health activities.
- Support the Logistics Officer with security implementation when needed.
- Draft and obtain necessary signatures for the donation certificates.
- Assist and support physically for preparation, transport and dispatch of donations.
- Assist MDM teams in deliveries of the goods and materials to beneficiaries.
- Attend the logistics department meetings when required.
- Provide assistance to the office staff, international staff, visiting experts and consultants, while visiting MDM Chernivtsi facilities.
- Any other duties as directed by the Logistics Officer or Logistics Coordinator related to Logistics and Supply, such as:
- Collect and aggregate weekly movement requests, for movement plan to be submitted to Logistic Officer by 4 pm each Friday
- Provide clerical support for the job requests (maintenance) at Office and GH
- Perform other non-highly technical, delegated maintenance tasks in the limit of his/her own skills
- Minimum of 2 to 3 years in warehousing, procurement, logistic or supply related functions.
- Experience working with INGOs is highly desirable.
- Ability to work hard, quickly, under pressure, and with short deadlines.
- Ability to manage emergency situations and remain calm.
- Necessity to manage priorities and to adapt them daily according to the context.
- Flexibility to adapt to changing requirements and environment.
- Cultural sensitivity and ability to work in a multi-cultural environment.
- Ability to listen and share decisions.
- Team player and good sense of humor.
- Alignment with principles and ethics of MdM.
- Send CV + cover letter;
- Fixed term contract );
- Salary according to the MDM salary Grid;
- Medical insurance.
- Full -time job
- Location: Chernivtsi
Rabota