ISLAMIC RELIEF SOMALILAND: JOB DESCRIPTION

JOB TITLE:   Logistics intern

DEPARTMENT: Support

BASE LOCATION: Borama

GRADE: A Step 1

CONTRACT LENGTH: One year (With Extension)

REPORT TO: Logistics Officer

LINE MANAGEMENT RESPONSIBILITIES: cleaners and cooking, security, drivers, and all other supporting staff in IRS borama

JOB SUMMARY

Under the guidance of the Area Manager, and Logistics Officer specifically is responsible to provide support to the logistics assistant in effective admin facilitation to Islamic Relief Somaliland Borama Office, Guests and program staff in order of looking day to day work, the post holder must be able to effectively communicate Islamic Relief Somaliland purpose and demonstrate quality of commitment and integrity that that serves as an example to others.

SCOPE OF ROLE: Responsible for performing general Logistics and Administration functions, playing a key role in the overall of program support including preparing po,s contracts and all other logistics and procurements as per IRS guideline  in Borama office.

• Stock/Warehouse Management:

•  Ensure all commodities and goods are well organized in the stock by project/program
•  Ensure all commodities and goods have stock cards and registered in “Stock Situation Report”;
•  Ensure all commodities for stock commodities IN/OUT have “Stock Request” form, “Waybill or Reception Voucher” and properly recorded in “Stock Cards” and “Stock Situation Report”;
•  Ensure the tidiness and well protection of goods/commodities in stock and monthly stock inspection form is filled in by (non-logistic member) regularly;
•  Ensure the safety and security of stock/Warehouse and IRS commodities/goods within stock; – check the fire extinguishers are in working condition in stock, control the entrance and exit door locks etc.)

Procurements:

• To ensure to respect IRS procurement procedures for each purchase

To find and prepare the list of successful suppliers/ prequalification list

•  To ensure fair and transparent selection of suppliers in each procurement;
• To follow with Finance on weekly basis contract follow up (CFU) to ensure all procurement contracts under scenario (C, D and E) is registered and recorded
• Collect and organize and sent to Hargeisa office all the procurement and admin documents including invoice’s RFQ’s etc.

Delivery Follow up

•  To ensure all procurement has been followed by delivery follow up (waybills, reception vouchers and packing list).
•  To follow with field to send the signed waybill, reception vouchers and packing list after delivery IMMEDIATELY.
•  To attach and file each delivery forms (waybill, reception voucher and packing list) with each relevant purchase documents in designated folder.

Filing

•  Logistic Folders:
•  To create and update regularly the procurement folders for each ongoing programs based on purchase scenarios (e.g. 1 folder for all Scenario A and B and one folder for all Scenario C, D and E)
•  To create and or update the Order form follow up folders (open order form to be placed in this folder)
•  To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and IRS FLAT guidelines

Support in Fleet management

•  Make separate binders for each vehicle and then file all necessary documents (i.e. copy of rental car contract, copy of fuel slips, with all bills and documents, car monthly log book, fuel consumption follows up, accident form with attached documents etc.
•  Create a binder for all vehicle fuel consumption report;
•  Ensure all vehicles are in good condition and ready for use;
•  Organize the driver duty schedule and ensure the movement of board is filled in regularly
•  Follow up of staff movement between area and sub offices and Area and capital offices;
•  Supervise the fuel consumption of each car and report directly to
•  Provide the monthly report to Capital logistic and file copy of fuel consumption report in “Transport follow up” binder
•  Support in Asset management
• Make sure assets are managed appropriate
•  Keep asset register updated
•  Communicate timely asset needs
• Prepare monthly fleet report.

Supervisor responsibilities:

• Coordinates the daily activities of subordinates, cleaners, cookers and other cleaning activities within the office and guest

• Implements the manager’s decisions through the work of subordinate employees, often playing a role in deciding how to do it; and how to achieve the objective set by the manager.

In this position, you are expected to demonstrate IR’ five core competencies:

Sincerity (ikhlas) – We are driven and motivated by sincerity to God and our duty to humanity.

Excellence (ihsan) – A commitment to excellence is a hallmark of our operations, programmes and conduct towards the vulnerable people we serve.

Compassion (rahma) – Every life is precious, so we join other humanitarian actors in easing the suffering caused by disasters, poverty and injustice.

Social Justice (adl) – We empower poor and vulnerable people to have their rights fulfilled and to achieve their God-given potential.

Custodianship (amana) – We value and protect the Earth and its resources, including its people, and we aim to honour the trust people place in us to be transparent and accountable

SKILLS AND BEHAVIOURS

•Flexibility.

•Diplomacy, tact and negotiation skills.

•Sympathetic     with     aims 6t objectives   of   Islamic Relief; empathy with and understanding of the basic teachings and values of Islam.

·      –    -Responsible

·      –    -Confidentiality

-Integrity

-Punctuality

-Trustworthy

-Goal Oriented

-Team Player

Equal Opportunities: YES

Child safe guarding: The position will interact with different society groups included child, women and other community members and hence requires utmost compliance when dealing with such community and respect to

each member at its stage specifically safeguarding with children.

Safeguarding and Protection of staff: YES

Disaster /emergency response: 100%

How to Apply:

IRW Somalia Program is inviting applications from qualified/Motivated candidates who are interested to

submit their updated CVs and cover letter explaining, how they meet Job description to

hr.mogadishu@islamic-relief.so