Contribute to drafting and revising the Logistics StratOp by reporting risks and proposing solutions in the area of her/his responsibility to the Country Logistics Manager.
Contribute to developing and contextualizing the adapted logistics procedures.
Drafts the incident reports when relevant.
Prepare, update, and share logistics reports (PMC, CMC, VMC, etc.) on set s and analyze data on a dashboard.
Participate in the preparation of the yearly budget regarding expenses related to HI office structure.
Contributes to internal control within his or her area of responsibility and implements the corrective actions identified.
Implement HI’s standards and accountability within his/her area of responsibility.
Ensures compliance with Logistics and other HI standards with regard to policy, processes, and tools of HI and institutional donors.
A main contributor to the response to Logistic audit.
Implement the LINK platform by updating it regularly and ensure archiving in the system in order to have completed purchase files.
Provide support to other LINK users to ensure its smooth operations.
Operational implementation of logistics.
1: Carry out efficient management of Logistics planning.
Identifies regular requirements related to logistics (donors, supply, transport, communication customs, etc.).
Evaluate the capacities of the available and mobilizable logistics resources in his/her areas.
Contribute to establishing a resource plan to run a project.
Takes part in defining the procurement strategy such as identifying markets, applicable procurement procedures, and establish priority to perform all appropriate preparations necessary for the supply (procurement ).
Monitor the supply plan deadlines and issue reminders as necessary.
Sourcing of the supply through extended local and non-local searches (call for interests).
Maintain supplier database, price list, and availability.
Maintain partnerships with suppliers to facilitate resolving procurement problems.
2: Carry out efficient management of the procurement.
Review all incoming requests for compliance with the procurement procedure and the needs are well-understood.
Obtaining quotations.
Review and analyze bids/quotations to recommend the best-qualified supplier to a committee.
Request for validations from internal stakeholders according to the Designated Purchase Signatory Table.
Prepares purchasing documents (RFQ, Summary Bid analysis, Bridger check form, Purchase Order/Purchase Contract/ Frame Order, Frame Agreement, Delivery Note/Reception Note, and Request for Payment) and arching all the documents digitally.
Follow up closely with the suppliers, keep the status of the purchase up-to-date in the Link system and report to the project if needed.
Quality and quantity check for purchased items/services.
Handover the requested items/services to the requester at the right time and right place smoothly.
Ensure monthly payment relating to recurrent purchases (courier, transportation, office renting, air tickets, hotel, office supplies and etc.) to Finance Dept. is timely.
Manage all suppliers related to office service including monitoring supplier performance, and contract validity and ensuring the timely contract extension/renewal.
3: Ensure efficient management of HI equipment/assets.
Ensure that the Equipment Monitoring Chart (EMC) is accurate and up-to-date.
Make sure new equipment has equipment identification code.
Periodically physically check and verify the equipment/asset/general asset list.
Prepare adequate documentation that justifies the change of status of equipment (certificate of donation, certificate of sale, certificate of loss, etc.) and ensure they are approved by the Country Logistics Manager.
