مطلوب مساعد لمخزن للخدمات اللوجستية – Logistics Warehouse Assistant للعمل لدى Medair

FUNCTIONAL LINKS
Internal: Logistics Project Manager, Zahle Logistics Team, Shelter Project Manager and team, Distribution Project Manager and team.
External: Donors, auditors, suppliers, delivery people, contracted security company employees, repairs & service people, guests and other NGOs

RESPONSIBILITIES:

• Carry out the day-to-day logistical functions of the warehouse including, but not limited to:
  • Supporting logistical activities such as supply chain, stock management, warehousing, transport, facilities, and relevant asset tracking, casual labor and space management
  • Liaising with the relevant field managers to provide effective support to the projects and the field teams
• Work with relevant team members and field management, within the context of the local environment, to ensure the safety and security of the Medair warehouse(s) and of all Medair property and equipment involved in warehousin
• Ensure all activities are carried out in line with Medair guidelines and procedures and according to any donor requirements, especially ROGs, frequency of physical counts, stock reports and loss/damage reporting
• Relationship with local suppliers (closely with Logistics Managers) and with Beirut based suppliers regarding delivery quantities, frequencies, and timings to ensure smooth deliveries and accurate documentation
• Ensure that kits and other distributed items are loaded correctly and efficiently in the trucks as requested in the stock request (quantity) to get hired trucks ready for distribution
• Remove garbage, clean, and organize the warehouse on a regular basis, ensuring things are always ready for inspection; keep the warehouse in an order that is easy to access and count, and safe to work in
• Plan the layout of the warehouse according to stock flows in and out, the procurement plan, and usability
• Keep an eye on capacity of warehouse space, alerting the line manager if more warehouse space is needed for emergency stock, or if a contract is two months until its termination, etc.
• Plan for trucking according to stock requests and locations of delivery
• Work closely with UNHCR colleagues regarding deliveries, contact with suppliers, and volume availability
• Maintain relationships with the landlord of the warehouse, carrying out all needed improvements and necessary repairs with his input and approval

Staff Management

• Casual Labor (CL) oversight:
  • Prepare weekly/daily work plan for CL in accordance with delivery, assembly, and distributions
  • Supervise the performance of the CL assuring quality of work, use of time and space, and ensure the correct number of CL have been hired to do the job well and in a timely manner
  • Prepare payment paperwork for the CL once a month and give to line manager for approval
  • Security Guards oversight:
  • Prepare a monthly work plan for the SGs
  • Supervise the performance of the SGs assuring quality of work, as well ensuring the correct number of SG teams is hired on daily basis.
  • Prepare the necessary payment paperwork for the SGs on a monthly basis

Stock Management:

• Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. Stock Request, Waybills/Delivery Notes, Stock control, physical inventory etc.)
• Contribute, as required, to the accurate and timely reporting of activities e.g. through weekly and monthly reports – ensuring records are updated are kept in an orderly manner and filing (archive) system is in line with Medair and donor requirements
• Send out updated stock reports on a weekly basis, or more frequently if requested by project managers
• Check stock requests, bin cards, stock reports, etc. in detail at least weekly, if not more frequently
• Verify that files are being properly kept and updated throughout all warehouse activities and project cycles
• Prepare payment for hired trucks, verify that they are used efficiently and that all necessary details are recorded.

Warehouse Maintenance:

• Maintaining of good storage conditions (cleanliness, ventilations); Preventive measures – Repairs of the structure, floor, and ceilings to against leakages, excess humidity
• Storage and Handling: Proper handling and stacking procedure are adhered to prevent damages or determination of goods stored
• Pest Control: Ensure Proper hygiene standards especially with food and medicines

Communication:

• Maintain a transparent, honest, and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships

Quality Management

• Work within Medair’s operating policies, procedures, and software systems, ensuring the use of standardized formats
• Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources.

Delegated Responsibilities

• Compliance of logistical activities with Medair, donor, national and international requirements
• Filing and archiving of all logistics documents in accordance with Medair and donor guidelines