Logistics & Security Assistant

Note: This position will be filled on a rolling basis and is contingent upon donor funding. Females, disabled and Local candidates are strongly encouraged to apply. All the positions will be filled on a priority basis and applications will be closed as soon as positions are filled. Every application fitting the job description will be thoroughly evaluated.

SIF is an equal opportunity employer committed to diversity and inclusion in the workplace. The Hiring is subject to donor funding.

The candidate who tries to influence the recruitment process will be automatically disqualified. SIF reserves the right to check criminal records according to the current law.

The SIF has a zero-tolerance policy towards any fraud, corruption, moral harassment, abuse or violence whatsoever and more generally any violation of legislation, regulations or its code of conduct.

SIF respects the humanitarian principle of "Not harm" and ensures child security as a primary consideration. Hiring is subject to donor funding.

Role in Organization:

Under the direct supervision of the Logistics Officer, the Logistics Assiatant is responsible for coordinating and supervising all logistic activities and ensuring the safety of staff of Hyderabad, Sindh.

Procurement: Assist in all purchasing in line with the internal procurement procedures and their follow-up (procurement file, call for tender, distribution, suppliers follow up, etc.).

Fleet Management: Assist in fleet management (car rental contract, vehicle maintenance, fuel follow-up, driver training, etc.) and organization of any field movements (flight booking, hotel booking, etc.)

Stock Management: Assist in managing all assets from inventory to storing and maintenance.

Staff Safety: Assist in ensuring staff safety in the field and office by putting in place necessary measures and standard operating procedures and ensuring the staff practising with the support of the Base Manager/ Field Coordinator.

Procurement:

• Provide planning, support and advice to those making a procurement request, then process and manage the procurement process by SIF policies and procedures, in a transparent, accountable, efficient and cost-effective manner.
• Follow up the procurement for all bases in the area of operations.
• Validate the Purchase / Service Contracts for procurement, along with Coordination of the admin team.
• Set up and maintain a database of suppliers, detailing criteria of quality, price, service, ethics etc.
• BCI and IRV completion by required timelines.

 Assets and Property Management:

• Ensure the safety and effective use of all SIF assets and properties in the office
• Account for the overall compliance with assets, properties and premises management procedures
• Ensure the maintenance and repairs of assets and properties in a timely manner
• Assess the need for additional equipment/premise
• Account for the overall compliance with assets, properties and premises management procedures
• Regularly control the Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly Equipment Follow-up)
• Ensure that the Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents)
• Ensure timely reporting on /assets & stock status, to help Program staff with planning of replenishment and tracking through to end-user has occurred.
• Advise and support Program staff to verify that distribution has occurred according to the intentions and plans of the donors, and project partners.

Fleet Management:

• Supervise and coordinate all logistic matters relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, and damages are reported.
• Organize field movements for staff members (flight and hotel booking, rental taxi, etc.)
• Ensure that vehicle internal equipment (tools, communications etc) is complete and serviceable; and that usage of fuel is correctly supervised, logged and recorded.
• Control regularly that all documentation required is filled in timely and precisely.
• Supervise the rental Service Contracts for vehicles
• Control all documentation related to vehicles (Log Books, Fuel Consumption...)
• Consolidate Fuel Consumption report and control fuel consumption.
• Encourage drivers to use efficient routes and avoid traffic congestion.
• Before each departure, check for any security notice or directives for the travel area and plan movements in response

Procedures and Reporting:

• Comply with all the reporting requirements from Country/base level.
• Present all consolidated monthly reports as required according to SIF guidelines.
• Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit weekly and monthly logistics reports to the base and in-country management team.
• Procurement plan and Status (Order Follow-up, ongoing procurements, deliveries).
• Stock Situation (Deliveries received, damages, stock requests).
• Keep track of quality, quantity, stock levels, delivery times, transport costs and efficiency.
• Vehicle Follow-Up (Maintenance, Incidents, Suppliers relation).
• Assets list (Repartition of assets, maintenance, problems).
• Keep updated the line manager “technical & administrative” about all ongoing activity and sharing of updated procurement status.

Compliance:

• Ensure compliance with SIF policies and procedures, donor regulations and local laws.
• Ensure that the procurement and disposal of commodities are in line with applicable licenses and are properly documented.
• Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.
• Manage all types of contracts with suppliers and service providers
• Meet any ad hoc donor requirements in a timely and complete way.

Telecommunication and Information Technology Management

• Accounts for the overall compliance with the Communication and IT procedures.
• Supervise and secure effective use of the entire telecommunication and IT system.
• Supervise all the telecommunication costs.

Security Management

• Account for the overall compliance of SIF security and safety guidelines.
• Ensure high-level security of all SIF assets, property and resources.
• Collect and compile security information of all SIF TPK Field areas every week.
• Ensure that watchmen are aware of all safety and security regulations.
• Elaborate security plans for all SIF bases / fields and ensure their implementation
• Ensure the security of the movement of field visits.
• Organize the opening of any new SIF base from the risk assessment analysis to office renting and equipment.

Human Resources:

• Manage all drivers and security guards ensuring all duties are performed to SIF regulations.
• Perform required performance evaluations for drivers and security guards.
• Track and report any performance issues/complaints.

Working Relationships:

• Proactively engage with the managers and relevant staff (Program, Finance) on all matters of logistics to ensure that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms.
• Proactively engage with donors, local government, project partners and stakeholders to plan, organize, and schedule the distribution of goods and materials safely as well as to ensure adequate information sharing, address common concerns/problems and seek solutions.

Data Protection

• Responsible for managing and processing all the data related to projects or program beneficiaries.
• Ensure beneficiaries' personal data and information are protected and archived safely.
• Train data management staff on data safe handling, protection and management of data privacy.