Logistics Assistant/Supervisor (01)

Main mission

To provide all necessary supply/procurement support to ALIMA north west, operating with maximum efficiency while adhering to ALIMA’s procurement processes/validation table. To coordinate the implementation of an efficient mission logistics system in accordance with ALIMA protocols and standards.

Responsibilities

Security

• Participate in assessment missions to areas of ALIMA operations and support the collection of security information, sharing it with the supervisor.
• Implement security measures according to ALIMA safety rules, continuously monitor the situation, and report any security suspicions or threats.
• Assist in briefing ALIMA staff (both national and international) on security-related topics.
• Supervise security guards, prepare duty rosters, and plan leave schedules accordingly.
• Conduct appraisals for security guards and drivers.
• Prepare weekly or monthly reports as required.

Support health facilities

• Assist the logistics manager in supporting the rehabilitation and functioning of health facilities, including the dispatch of drugs and other logistics-related supplies to sites, in close consultation with the logistics manager, medical referent or project coordinator.

Fleet management & generator maintenance

• General management of agency/ALIMA vehicles in cooperation with the logistics manager.
• Ensure that all vehicles are safe and roadworthy, and maintain the vehicle movement board daily.
• Ensure that all vehicles have proper on-board vehicle documentation.
• Maintain administrative vehicle files for each vehicle, keeping them safe.
• Continuously track vehicle log-sheets; responsible for monthly compilation and submission of validated log-sheets.
• Oversee fuel consumption, purchasing and tracking, including coordination with gas station(s).
• Organize regular service schedules for vehicles and generators; maintain service schedule files for both.
• Ensure major repairs for vehicles and generators are completed in a timely manner, with information posted on the notice board.
• Track vehicle expenses in accordance with the respective procurement policy.
• File monthly vehicle and generator consumables sheets separately for each engine.
• Order and maintain stock of spare parts and consumables.
• Manage drivers’ leave schedules to ensure smooth fleet operation.
• Coordinate with human resources to ensure proper tracking of drivers’ hr files.
• Ensure drivers are licensed and trained.
• Implement security measures for vehicles such as parking, key storage, emergency supplies, etc.
• In coordination with the logistics manager, project coordinator and safety & liaison officer, organize levies as needed for field trips.
• Ensure that security incident and accident reports are completed and filed (if related to vehicles).

Warehousing

• Ensure the timely delivery of supplies to respective projects in coordination with the procurement department, program manager or medical referent.
• Have a full understanding of ALIMA warehouse policies and formats; assist, as needed, in training staff on these policies and forms.
• Maintain inventory and prepare reports on a daily basis.
• Interact with suppliers during the receiving and inspection of goods – issue goods receive notes (grns).
• Receive goods as per the description on the purchase order/internal request; inspect goods upon delivery and reject inadequate, broken, lower quality or other items not meeting order requirements.
• Dispatch goods from the warehouse using appropriate ALIMA procedures, store release forms, waybills, and update stock records.
• Prepare reports of monthly stocks, end-of-grant stocks, fiscal year physical counts and other physical counts as instructed by the supervisor.
• Display bin cards on each item in the warehouse.
• Maintain physical and electronic copies of inventory, as per the formats and forms provided in the warehouse procedures set by ALIMA.
• Conduct oneself both professionally and personally in a manner that brings credit to ALIMA and does not jeopardize its humanitarian mission in nw cameroon.
• Other duties as assigned.

Assets control

• Responsible for logging all new ALIMA assets in the nw asset register and ensuring the appropriate coding and tags are placed on each item; regularly update the asset register with changes and new acquisitions.
• Responsible for coordinating with the procurement and finance office to identify all asset details such as buying price, ledger reference, pr, po and grn number, etc.; the asset register must be accurate and complete.
• Responsible for maintaining the stock of ALIMA assets that are not checked out and in use.
• Responsible for checking in/out ALIMA owned equipment to authorized staff using the standard ALIMA procedures and forms outlined in the asset management procedures.
• Responsible for the timely preparation of documentation for any movement of assets using ALIMA formats.
• Provide a monthly physical count/check to locate all assets and confirm their status.
• Update the electronic database monthly and provide an electronic copy to the logistics manager; a hard copy is printed, signed and filed in the assets folder.
• Advise the supervisor on any broken, damaged or destroyed equipment needing repairs
• Assist the logistics manager in updating the master asset inventory, as requested.

How to Apply

Send your application to the provided email address. Please read and follow the instructions given above carefully when applying, and never send money during a recruitment process.