Logistic Assistant

[Sinjar,Iraq ]

 

 

If you do not meet the minimum requirements as outlined in the section ‘Essential Qualifications & Experience’, please do not apply.

Please read the job description in full before applying.

 

Triangle Génération Humanitaire (TGH) is an international non-governmental organization (NGO) designing and implementing emergency, post-emergency and development programs since 1994. The programs fall within the fields of water, hygiene and sanitation (WASH), civil engineering (Shelter), food security, rural development (Livelihood), socio-educational and psychosocial support (Protection). In 2019, its committed teams operate in 9 countries in Asia, Africa and Middle-East Region.

 TGH has been working in KR-I since June 2013, providing WASH in schools, winterization distribution, cash for education, Case management and psychosocial support as well as livelihood activities to Syrian refugees and IDPs. Also, TGH has been working in the capacity building of the General Directorate of Social Care and Development (GDSCD, more commonly referred to as DoSA / Ministry of Labor and Social Affairs (MoLSA) in the Kurdistan Region of Iraq (KR-I), the Social Protection Department in Ninewa and a National NGO in the Centre and South of Federal Iraq to strengthen the child protection case management systems. The present project “Skills Development and Engagement of Young People (10-24 years) in Ninewa” is to improve the social, economic and civic situation of vulnerable young boys and girls (10-24 years old) empowering them to become actors of a positive and sustainable social and economic change in Ninawa governorate by developing their life, employability and entrepreneurship skills, supporting small businesses and engaging the young people in the youth engagement initiatives and decision-making.

JOB OBJECTIVE :

The Logistics Assistant will organize and supervise logistic support for a Food Security and Livehoods Project in Sinjar according to TGH procedures. 

He/she will assist the Project Manager, with the support of the Logistics Officer_ Mosul, in the implementation of the project logistics support.

JOB FUNCTIONS :

Responsibility 1: Procurement

 

• Updates on a daily basis the purchase follow up
• Receipts, verification and processing of purchase requests and purchase orders
• Proceeds to quotations and purchases under the supervision of the Deputy Logistic Coordinator
• Ensures timely deliveries are done
• Ensures the conformity of supplier specifications and other purchasing documents
• Establishes the evaluation grid of the offers
• Participates in the identification of suppliers / service providers
• Receipts of orders and checks conformity (quantity, quality) of orders received
• Ensures correct filling and signatures of receipt note, delivery slip and waybills
• Ensures compliance of invoices and supplier documents
• Prepare invoices for payments by the administration
• Ensures good relationships are established with local suppliers
• Ensures that the Purchasing File is complete, compliant and contains the required documents (Requisition, quotations, evaluation grid, purchase order, copy of the invoice, delivery note, receipt of payment) before archiving and scanning
• Ensures the proper storage of purchasing documents (classification code, visibility, ergonomics)

 

Responsibility 2: Fleet Management

 

• Participates in the vehicle rental contracts follow up
• Compiles the movement plan
• Ensures that all vehicles are safe and road-worthy;
• Ensures that all vehicles have proper on-board vehicle documentation (insurance, access letters, car registration, driving license, TGH ID card)
• Ensures that vehicle log books are in place and used correctly
• Ensures that safety equipment and first aid kit is in each vehicle are in place
• Prepares and proceeds to interviews/tests of new drivers with the Deputy Logistics Coordinator.
• Ensures that all drivers have received general training and carry out regular testing
• Ensures that drivers are aware and respect safety rules and procedures
• Organises, follows and provides documents for transportations of materials to programmes and bases

Responsibility 3: Equipment management

 

• Ensures all equipment is properly coded and identified
• Ensures the equipment inventory follow up is up to date
• Ensures that a lending certificate is completed and signed by any user and archived
• Ensures the equipment is stored in a secure place
• Updates the equipment inventory follow up file in real time, in collaboration with the Deputy Logistics Coordinator
• Performs quarterly physical inventory of equipment
• Ensures that equipment provided to TGH employees is returned from the employee
• Labels any new equipment purchased or received before delivering it to the requester
• Informs his line manager for all needs in repair and / or maintenance of equipment

 

Responsibility 4: Stock Management

• Receives and Processes out-of-stock release order request
• Registers in and out of stock in the stock cards and bin cards
• Archives waybills and all exit documents
• Performs a monthly physical inventory
• Updates monthly the stock report
• Performs a monthly cleaning of the stock
• Ensures that the stock is locked and secured
• Complies with stock management standards

Responsibility 5: ITC Management

• Ensures preventive and curative maintenance (checking, cleaning, etc.)
• Performs updates and upgrades so that virus protection, software, hardware, and network configuration are standardized for all users and their equipment on the network.
• Ensures the regular updating of the ITC inventory
• Records, reports and refers unresolved issues, as well as exceptional requests to logistical coordination, to find solutions and ensure quality standards
• Provides technical assistance to team.

Responsibility 6: Premises management

• Carries out a weekly control of the installations of all the residences and the office and to inform his superior of any maintenance or repair to carry out
• Carries out all minor works /repairs for the office
• Supervises and monitors the progress of rehabilitation and construction
• Ensures that consumables are available at the workplace and notify the hierarchy of needs
• Ensures that each residence / office has sufficient electricity or internet credits for their operation

Responsibility 7: Security management

• Participates in the tracking of vehicles and staff during movements
• Ensures that all fire extinguishers are functional and in the appropriate location
• Ensures that security system (cameras,..) is functioning
• Participates in the training for employees and guards in the use of the fire extinguishers
• Liaises with Logistics officer in Erbil and Field officer in Mosul for the JCMC letters
• Reports to Deputy Logistics Coordinator any security incident
• Applies the local security plan for Sinjar.
• Ensures that communication back up is functioning
• Ensures that the safe box is in place and items listed and updated
• Ensures that the first aid kit is up to date

Responsibility 8: Reporting / Archiving

• Sends on a monthly basis: Vehicles, drivers and taxi drivers follow up, laptops, routers and phones follow up, Outlook email addresses follow up, suppliers catalogue and prices list,
• Sends on a weekly basis: Purchase follow up, Logistics follow up
• Sends the logistics monthly report

 

The list above is not strictly definitive; an employee working within the framework of these tasks may carry out other tasks if asked to do so by his/her line manager

 

 

• Bachelor in Logistics
• Have a good level of English, Kurdish and Arabic language
• At least 1 year of experience as assistant logistics position
• Knowledge and experience in humanitarian sector are strongly appreciated
• Capacity to work endure pressure

 

 

 

We require candidate with minimum one Years  experience.

Only motivated applications that address the stipulated duties and meet the required qualifications will be considered.

Please send your application (letter of motivation + CV in English with copy of Diplomas), and titled as “Logistic Assistant – Sinjar” to 

[email protected] no later than 7th November 2021

 

**Place of work:   Sub-district of Sinjar, Ninewa Governorate