Overall Purpose

Working as an important member of a diverse team, the Snr Logistics Officer supports many of the logistics activities of the programme.

On a day-to-day basis the Snr Logistics Officer carries out a variety of functions required to ensure the logistical needs of the programme are met and that all logistical activities are delivered efficiently, accurately and on-time. All activities are carried out in line with Medair policies and procedures and according to any applicable donor, headquarters or field guidelines.

Project Overview

An Integrated Emergency Response: Medair aims to respond to high levels of food insecurity, malnutrition and morbidity, which have been significantly affected by drought and conflict conditions.  Building upon Medair’s decades of experience in the Central Highlands and Kandahar, the project intends to improve and extend utilization of lifesaving preventive and curative nutrition and health services by mothers, PLWs and children U5; to increase access to clean water, to reduce vulnerability to water-related and other preventable diseases, and to improve and increase food security for the most vulnerable families through food voucher distributions.

RESPONSIBILITIES

• Focal point for the supply chain for project activities
• Focal point for general support: fleet management, IT, procurement, and warehousing
• To uphold Medair values and to contribute to the wellbeing of the team as an active member.
• To adhere strictly to Medair National Staff Regulations.
• To adhere strictly to Medair Security Plan and the SOPs: helping to ensure the safety of the staff in the field and inform the Project Coordinator of any development related to security in the field.
• To conduct all Medair activities honestly and to report any issues to the line manager or a member of the Medair management team.
• To be flexible and willing to assist in other areas of work as requested by the Area Manager

MAIN ACTIVITIES

Logistics

• Carry out the day-to-day logistical functions of the programme including, but not limited to:

1. Supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities, communication and IT (e.g. satellite and mobile phones, HF and VHF radios, laptops, printers, scanners, etc.), maintenance and asset tracking.
2. Liaise with the relevant field manager to provide effective logistical support to the projects and the field teams.

• Ensure all activities are carried out in line with Medair guidelines and procedures and according to any donor requirements.
• Carry out frequent and thorough checks on the quality of equipment and supplies, ensuring that items are maintained in a good condition and that Medair is receiving ‘value for money’ on items purchased.
• Review Medair monitoring systems are running efficiently and accurately for equipment, supplies, maintenance checks, etc.
• Work with relevant team members and field management, within the context of the local environment, to ensure the security of the Medair base(s) and of all Medair property and equipment.
• Spots checks in field sites to ensure proper adherence to logistics procedures during distributions of items to beneficiaries.

 Administration

• Meet the logistics related administrative requirements of Medair, donors, local legislation, suppliers, contractors and any other stakeholders, so that the logistical aspects of the programme function efficiently, effectively and with integrity
• Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. purchase requests, waybills, stock control, asset tracking, etc.), that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements
• Contribute, as required, to the accurate and timely reporting of activities e.g. through weekly and monthly reports
• Compliance of logistical activities with Medair, donor, national and international requirements
• Implementation of robust systems working with the Security officer to ensure the physical security of the base(s) and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources
• Filing and archiving of all logistics documents in accordance with Medair and donor guidelines

Communication

• Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements
• Provide training, advice, mentoring and coaching as required to all relevant staff on logistical procedures, internal controls and the logistical requirements of donors
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships

Staff Management

• Work with nationally recruited staff with an emphasis on developing individual and team capacity to handle a variety of logistical tasks as efficiently and effectively as possible
• On occasions, work with casual labour (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used, and guidelines are followed.
• 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