Job Description
Preliminary job information
- Job
Title: LOGISTICS SUPPORT ASSISTANT
- Country
and Base of posting: YEMEN-HAYS
- Reports
hierarchically to: TFC MEDICAL DOCTOR TEAM LEADER
- Contract
Duration: 6 MONTHS (RENEWABLE)
- Announcing
Date: OCTOBER 31, 2024
- Announcement
Closing Date: NOVEMBER 13, 2024
- Work
Starting Date: DECEMBER 01, 2024
General information on the mission
PU-AMI’s Context & strategy:
Première Urgence - Aide Médicale Internationale (PU-AMI) is
an international, non-profit, non-political, and non-religious humanitarian
organization which aims to provide rapid global response to the basic needs of
populations affected by humanitarian crises to help them regain independence
and dignity. PU-AMI provides assistance to more than 6 million people
throughout 24 countries, with more than 2,500 staff worldwide.
PU-AMI adopts an integrated approach, to identify and understand the full array
of the needs of the people affected by crises. This innovative approach is at
the core of every PU-AMI-supported projects, to better target and prioritize
actions, stabilize and improve the situation of the most vulnerable groups. It
allows the teams to take all aspects of a problem into account, to come up with
an efficient combination of solutions, which will have a powerful and
long-lasting impact on the affected populations. In this respect, the
organization runs around 190 projects a year worldwide, most of which are
focused on Health, Nutrition, Food Security, Water, Sanitation and Hygiene,
Psychosocial Support, Education and Protection activities.
In Yemen, PU-AMI is supporting 18 health facilities (Health Centers, Health
Units and Therapeutic Feeding Centers) in four Districts in Hodeidah (Al
Mighlaf, As Sukhnah, Al Mansuriyah and Al Qanawis), three Districts in Raymah
(Bilad At Ta’am, Al Jabin and Mazhar) and two Districts in Taizz (Al Mokha and
Mawza). PU-AMI’s operations are managed by two field offices in Hodeidah and
Mokha cities, both supported by the Sana’a coordination office. PU-AMI recently
established a second coordination office in Aden.
PU-AMI is participating actively in clusters and sub-clusters (health;
nutrition; food security and livelihoods; WaSH) and works closely with relevant
government departments.
Overall objective
The TFC Logistic Assistant will be responsible for the
Tracking, Delivery, Storage, Issue, and dispatch of TFC inventories. This
includes the discharge take-home food ration, TFC cleaning materials, Meals for
the guardian of the admitted children, storage and stocking, stationaries, and
equipment. S/He will ensure there is proper update and tracking of received
amounts of inventories and report weekly on the stock movement and balances in
stock as may be required by the Line Manager. S/He will ensure that the set
quality parameters are adhered to during reception, storage, and distribution
and that damaged and expired commodities are reported and isolated as may be
instructed by the line manager.
Tasks and Responsibilities
- S/he
will directly supervise drivers, Loaders potential daily workers involved
in the reception, storage, dispatch of the TFC inventories.
- S/he
will ensure Daily Worker and Payments for the Daily Workers is properly
documented and reported in a timely manner.
- S/he
may participate in the hiring of the Daily Workers with support from the
TFC Team leader
- S/he
will ensure all those involved adhere to the PU-AMI Internal Rules and
Procedures governing the warehousing management including the Standard
Operating Procedures, processes, stock, transport, and storage.
Specific Goals and Related Activities
1. LOGISTICS, STORAGE &
ADMINISTRATION
- S/He
will work with the logistics department to receive stocks, food ration
after discharge and ensure that Goods Received Notes, Delivery Notes,
Waybills, and other records are kept and reported accurately and in a
timely manner in accordance with PU-AMI rules and procedures.
- S/He
will ensure proper Stock Control through physical counts, random weight
checks, rejection, and Reporting. In case of damage, S/He will follow up
with logistics department to engage the supplier for replacement of the
affected quantities, reconstitution of the food ration, and delivery.
- S/He
will work with the TFC Team leader and other Stakeholders to distribute
the food ration, while matching them with Distribution Plan Quantities,
and assist in the distribution to the beneficiaries while keeping records
at each stage.
- S/He
will ensure good warehousing practices; always maintain dean and pest-free
storage conditions, manage the offloading and stacking of the commodities,
keep updated records on stack cards. according to PU-AMI rules and
procedures.
- S/He
will ensure periodic physical inventory checks for all food ration and
distribution related Material stocks and always keep records of the same.
- S/He
will identify any faults in facilities used for storage, distribution and
holding of the Food rations and report to the TFC Team leader for
maintenance.
- S/He
will receive Cash advances for the purpose of handling the Food Baskets,
carrying out Distribution, Offloading and dispatch of the Food Basket.
- S/He
will ensure signatures and are obtained for the paid amounts, collect, and
keep all required documents, vouchers, beneficiaries Fingers, and Payment
allowance to beneficiaries and clear the advance on time with all relevant
and required documentation.
- S/He
will ensure all processes are done according to PU-AMI rules and
procedures.
- S/He
will prepare and share, weekly/monthly stock records on received,
dispatched, and distributed amounts and other related reports as d from
time to time.
2. FLEET AND TRANSPORTATION
- S/He
will work with the TFC Team leader on any Fleet needs for the purpose of
TFC activities.
- S/He
will work with the TFC Team leader to ensure there is proper planning of
movements.
- S/He
will work with the Logistics Department to follow up on the Food ration
movements between Mokha and Hays to the TFC
3. REPORTING AND DISSEMINATION OF
INFORMATION
- S/He
will be the focal point for All Food rations Activities.
- S/He
will prepare and share Monthly Movement Requests and with the programme
counterparts in ensuring proper follow up.
- S/He
will properly archive all inventories including food ration documentation,
in accordance with PU-AMI procedures and donors' guidelines.
- S/He
will prepare accurate weekly and monthly Logistics Reports to be shared
with the Health & Nutrition Manager and Logistics department as and
when required.
- S/He
will work closely with the MEAL Officer in the verification of the SAM
cases, as well as the update of the Databases, distribution lists, and
finalization of distribution cards
Team Management
Number of people to manage and their position.
- Direct
manager – TFC Team Leader
- Indirect
management – Logistics Officer
- Functional
links – TFC Cook
Required Profile
Required knowledge and skills |
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required |
desirable |
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training |
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professional experience
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Education Degree (Diplomas and/or certificates) |
General high school diploma and Courses related to Supply
chain and/or Humanitarian work |
Bachelor degree in business administration, logistics,
warehouse and distribution, Cash Managements, Medical Background, Project
Management, or any relevant Project related training. |
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languages
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Fluency in both English and Arabic Lanauages (Writing and
Speaking) |
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Required Personal Characteristics (fitting into the team,
suitability for the job and assignment)
- Good
human relations and diplomacy – Analytical capacity – Capacity to organize
the work and supervise the team.
- Experience
in problems linked with humanitarian crises.
- Good
knowledge of English (read, written, spoken)
- Capacity
to work under stressful situations
- Communication
skills.
How to Apply
If you believe that you have the qualifications and skills
to excel in this position, please send a one page cover letter and a CV in
English as well as relevant diploma and other certificates by email to mok.recruitement@premiere-urgence-yem.org no
later than November 13, 2024.
The
subject of the email should read with the heading: « Logistics Assistant Hays +
Name of applicant».
Only applications respecting these criteria with relevant
skills and experience will be considered. Do not apply unless you meet minimum
application requirements or you will not be considered.
Only short-listed candidates will be contacted.