Establishment of Logistics communication on daily basis

• The Deputy Logistics Manager will keep the regularized daily follow up of the logistic team in HSK Syria and report to the logistics Manager through daily TEAMS or phone contact to support the log team in organizing the logistic activities. He/she will also follow the daily communication made by email to formalize the discussion and keep the record of all the events, which will be useful for the logistics team both in in HSK to be up to date with the logistics activities. 

Management of supplies in HSK Syria

• Make sure that all the purchase of logistics and programs done in the base are managed on time without delay.
• Control Solidarités International purchase procedures are respected at SI bases in HSK Syria
• Make sure that Logistics and procurement Officers at base level process all quote requests in a timely manner.
• Make sure that the logistics and procurement Officers at SI base in HSK Syria have composed and archive purchase folders in a good order both in SharePoint and Link and that every order has been validated at the Raqqa/ coordination level.
• Implement and keep existing purchases monitoring adherence to validate regulations and procedures.
• Ensure that relationships with suppliers are monitored in close coordination with all the logistics and procurement Officer and purchaser in Syria
• Draft open and restricted tender dossiers and manage the tender process as per SI guidelines.
• Implement and monitor the segregation of duties within the team.

• Lead price negotiations for high value purchases.

   

Supervision of order handling for the mission and the implementation of the procurement process.

• Participate in analysis of the purchasing environment at the base level in close collaboration with Supply manager
• Participate to control SI the purchasing procedures and donors funding
• Take part in drawing up calls for tender documents as well as contracts.
• Take part in selecting suppliers, and negotiating prices, deadlines and delivery modes.
• Ensure monitoring of the supplier relationships.
• Managing received requests (PL) in LINK system from each department and follow up with needed validations with the supply manager.
• Ensure the monitoring of Purchase File and inform other departments of the development of the handling of their purchase orders.
• Support Supply manager in carrying out purchases
• Link with Finance Department to ensure payments to the Suppliers are properly managed
• Ensure that the Procurement Tracker (PF Follow-up) for HSK base is regularly updated.
• Support the Supply Manager in setting up new FWAs that can be used at Local level to support the mission’s procurement.
• Oversee the implementation of purchases ensuring compliance with rules and procedures and inform the Supply Manager in case of problems or delays

• Ensure the implementation of purchases, making sure they are in accordance with SI and/or donors’ rules and procedures. 

   

Management of supplies at all the warehouses in HSK Syria

• ensure that all the maintenance and securing of warehouses are supervised at base level
• Supervise the logistics Officers in carrying out stock checks and physical inventories
• Conduct inventory spot checks on a regular basis.

Vehicle fleet management in HSK Syria

• Consolidate the monthly fuel consumption and vehicles mileage of the vehicle fleet for SI bases
• Supervise the administrative management of documents linked to vehicles (logbooks, contracts, insurance, registration)
• Insure the execution of maintenance and repair work on vehicles of the base
• Ensure that a complete Car equipment kit is available on board all vehicles in the base
• Ensure that accurate and timely submission of fleet monthly reports, vehicle evaluation reports and drivers tests.

Communication management

• Be aware of current legislation relating to all communications equipment in the base
• Assign a logistics code to all equipment entering the park
• Participate to the scalling up of the base communication resources according to the field capacities and constraints with the Logistics Manager

IT Equipment management in HSK Syria

• Participate in the forecasting of IT purchases (computer / IT equipment) needed in the bases
• Ensure supervision of the proper and regular maintenance and the correct use of IT equipment at the bases level
• Contact the coordination or Headquarter IT Department for any additional technical support for all technical support requests
• Carry out a diagnosis for all requests for equipment to be returned to coordination for after-sales service and verify with the Headquarter IT Department
• Check that each computer uses an up-to-date antivirus (N.B. KASPERSKY is the standard to be used)
• Participate to the update of the mission IT equipment with the Logistics Manager

Safety 

• Assist on safety means and implementation (ex: safety of the SI compound, driving rules, hibernation box and first aid kits)

• When required, Assist the Field coo, security adviser and Logistics Manger in the implementation of security regulations in Syria.

   

Human Resources management in HSK Syria

• Assist in the recruitment process and in evaluating the members of the logistics team in field level
• Support the bases to schedule the Logistic team planning’s (Watchmen, drivers)
• Ensure or assist with logistical training in accordance with SI procedures
• By request from the Logistics Manager, organise training workshops on the theme of Logistics according to identified requirements
• By request of the logistics Manager contribute or lead the performance evaluation of the logistic personnel under his/her supervision

Reporting / Capitalisation

• Consolidate the monthly logistics and supplies packs/ reports for the base.
• File and archive base logistics and supplies documents.
• Participate to the preparation of archives to be sent to HQ.