Base Logistics Supervisor – Afder Zone, Ethiopia

MISSION AND MAIN ACTIVITIES

1. LOGISTICAL MANAGEMENT OF THE ALIMA PREMISES AND INFRACTRUCTURE 

• Ensures maintenance in all ALIMA premises and infrastructures (office, houses, stores, etc…), makes sure of the general good condition of the structures (walls, frame, roofing), electrical installations, water supply and its quality.
• Makes regular visits to each structure, reports to his/her manager any anomalies and other problems encountered.
• Evaluates or reports the needs for rehabilitation or repair.
• Ensures the follow-up of small rehabilitation works of buildings.
• Ensures the safety of the facilities and buildings (good condition of fences and gates, lighting of open spaces, identification of buildings, presence of fire extinguishers, earthing of electrical installations, etc.),
• Ensures the permanent cleanliness of the premises;
• Follow-up, maintenance and change of electrical equipment;
• Ensures the supply of cooking gas and the maintenance of equipment.
• Ensures the follow-up of consumption, office supplies, fuel, lubricant for the functioning of the different structures (office, house, stores, etc…),
• Ensures the correct disposal of domestic waste in the different structures and the proper maintenance of waste treatment facilities.
• Make sure internet works properly in the office/guest house (base)

2. FLEET & GENERATORS MANAGEMENT

• Monitor vehicle movement and vehicle and generators fuel consumption
• Monitor vehicles and generators inventory, documentation and first aid kit are inspected; that services (A, B, C) are done on time and fully recorded in the vehicle logbook with all relevant information.
• Supervise and train drivers to driving rules, take care of vehicles, prevent damage, perform weekly checks.
• Supervise maintenance activities, and inform the Logistics Project Manager for major problems.
• Carry out technical evaluations of all the hired vehicles in order to ensure transport reliability.
• Identify service providers (fuel and rental of vehicle)) through request for quotations and according to ALIMA SoP’s.
• Ensure implementation of security measures.

3. EQUIPMENT MANAGEMENT

• Systematically use the Google drive and ALIMA’s logistics logpack data input to ensure real time asset management.
• Monitor and take inventory of all investment material (energy equipment, cold chain, IT, communication) and make sure all assets are labeled in hard and soft copies.
• Perform any necessary tests / checks to confirm the proper operation of the installation or equipment after repair.
• Ensure effective management of work tools.
• Immediately inform the Logistics Project Manager of any problems that arise (damage, loss, theft or attempted break-ins).
• In collaboration with IT, ensure that computers  work properly and execute security management protocols (backups, anti-malware updates and firewall protection, etc.) in order to ensure an immediate operational recovery/continuity in case of emergency and data security & availability.
• Organize training sessions on how to use communication tools (satellite phone, etc.)
• Proceed to material reallocation.

4. STOCK MANAGEMENT

• Ensure the appropriate supply of consumables and small appliances for the office and guest house and fuel with the Logistics Project Manager.
• Make sure equipment is stocked in good conditions and control expiration dates.
• Ensure that procedures for stock entries and exits are respected.
• Manage and maintain the appropriate documents related to stock management.
• Undertake regular physical stock inventory of small equipment, consumables, and other non-medical items.

5. TEAM MANAGEMENT

• Plan and supervise the HR processes for his/her team (staff shifts, training, evaluation, development and communication).
• Participates in training at the request of the Logistics Project Manager.
• Manage the team of guards, watchmen and drivers.
• Control payment of overtime and daily workers.
• Ensure communication flows to and from within his/her team.

6. SECURITY

• Implement the means determined by the coordination team to ensure the team’s safety.
• Train team members to security procedures and rules.
• Escalate information related to security to the Logistics Project Manager.

7. REPORTING

• Contributes to the monthly reports: SITREP; data compilation of logistics activities.
• Monthly update all logistics data information as per the ALIMA Logistics toolbox.

Implementation of preventive measures against abuse of power, gender-based and sexual violence: 

• Ensures that his/her team, partners, and community members are aware of ALIMA’s policy and have access to information (complaint reporting mechanism, focal point, etc.).
• Facilitates the organization of training and awareness sessions
• Implements standards for the prevention of abuse of power, gender-based violence, and sexual violence.
• Ensures that the members of his/her team and those of the partners involved in the project (Ministry of Health, national partners, etc.) follow the training and awareness sessions and apply the rules of abuse prevention.
• Contributes to creating and maintaining a nurturing and protective environment for the team, community members, and partners involved in the project.

EXPERIENCE AND SKILLS

EDUCATION:

•  Degree in Logistics or related area.

 SKILLS AND EXPERIENCE : 

• At least two years experience in logistics, preferably with a humanitarian NGO.
• Multi-skilled experience in logistics.
• Technical skills in the following areas: electricity, plumbing, carpentry, masonry, welding, computers would be an advantage.
• Experience working with large institutional donors and knowledge of their rules and regulations.
• English speaking, reading and writing is mandatory
• Computer skills (Word, Excel, Access, Outlook, PowerPoint, Google Suite)

OTHER QUALITIES

• Very good communication and listening skills
• Proactivity and initiative to anticipate and remedy potential problems.
• Collaborative and patient
• Team management and good mastery of teamwork
• Can work under stress & available on request
• Ability to prioritize and work under pressure
• Ability to adapt and diplomacy
• Ability to work in a team in multicultural contexts
• Training and coaching skills
• Professional rigor
• Discretion, Organizational skills, rigor and autonomy
• Calm, excellent stress management and composure