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.  Building upon Medair’s decades of experience in the Central Highlands and Kandahar, Medair delivers health, nutrition, water, sanitation, hygiene, disaster risk reduction, and food security projects in Daikundi province. This position oversees logistics in the support base in Nili city, to support all Medair’s subbases and projects in Daikundi province.

RESPONSIBILITIES

• Logistics focal point responsible to implement and monitor logistic processes: IT, procurement, equipment management, fleet management, warehouse management, and base management.
• To oversee and manage a logistics team in Nili, which supports staff, bases, and projects across the province.

General Responsibilities

• 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

1. Logistics

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

• Supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities, communication and IT (e.g. satellite and mobile phones, laptops, printers, scanners, etc.), maintenance and asset tracking.
• Liaise with the relevant field managers and Project Support Officers 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.
• Organise the contracts and payments of rent and rental taxes for Nili office and field Bases
• Prepare logistics documentations e.g. ERF, CBA, PO/contract, etc. and handover to the Project Support Manager or Logistics Manager for approval
• FA/contract management: Keep the procurement tracking database up to date. E.g. BoF, procurement database, price list, supplier file supplier database, etc.
• Include the Country Logistics Manager for procurement over 10,000 USD.
• Monthly check of procurement, warehousing, and fleet management systems and report to the PSM.
• 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.
• 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.
• Cover for other Logistics personnel when requested
• Any other reasonable duties, as requested by Line Manager

2. Equipment Management

• Track the location of all Medair equipment in Daikundi
• Carry out monthly checks to determine the condition of the equipment
• Keep the equipment tracking database and equipment database up-to-date
• Carrying out required repairs of non-fleet equipment after approval by the PSM or budget holder
• Following all Medair Equipment Management rules and regulations
• IT focal point for Nili working together with the AFG IT focal point
• Repair/maintain Internet connection and troubleshooting when required In Nili office and field bases

3. Administration
   • Meet the logistical administrative requirements of Medair, donors, local legislation, suppliers, contractors and other stakeholders, so 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 are all scanned and uploaded in the online filing system (Teams, Share Point, One Drive) in line with Medair and donor requirements.
   • Contribute, as required, to the accurate and timely reporting of activities e.g. weekly and monthly reports
   • Contribute to the 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

4. 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
   • Be the UNHAS focal point in Nili from Medair
   • Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships

5. Staff Management

• Manage and support nationally recruited Logistics staff in Nili 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

6. Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used, and guidelines and procedures are followed.
• Promote and use Teams, Share Point, One Drive as the data storage system for Medair and ensure all folders are up to date. Ensure all Logistics staff in Daikundi store documents and files in the right folders in Share Point
• 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