The Flying Logistician is responsible for all logistics activities and reports at all the bases of the Central American mission that require his support at a given time and space (purchases, fleet of vehicles, warehouse, equipment, buildings). The Flying Logistician actively contributes to the management of the base’s security (analysis and implementation).
The main activities you will perform are the following:
Objective 1. Provisioning: Adequately manage (quality and time) the order requests (supplies, work/services) of the base.
Tasks:
- Directly responsible for all purchases for the base and projects.
- Preparation of supply plans together with project and team managers at the bases that are providing support and their monthly update, uploading them to the No Hunger Forum and Teams.
- Tracking of all tasks related to the purchasing process such as: requests for quotations, visits to suppliers, delivery of materials, quality/payment monitoring, price monitoring, etc.
- Process order requests expeditiously within established thresholds according to ACH and/or donor logistics procedures.
- Verify that all dossiers contain complete documentation (requests for quotation, valuation table, purchase order, agreement form, etc.).
- Organize and archive logistics documentation following internal procedures according to Kit log v3.6
- Ensure transparency, ethics and responsibility according to the ACH principles and the code of conduct and ethics.
- Provide tracking for all pending purchases.
- Ensure the order tracking report is updated daily and shared with all project managers as required.
- Update the contract monitoring report regularly.
- Provide inventory tracking (receiving, shipping, storage, expiration dates).
- Obtain relevant information for the formulation of projects, budgets, and purchasing plans.
- Prepare framework agreements and contracts for suppliers and ensure proper follow-up.
- Communicate purchasing plans to all departments and ensure a dynamic flow of purchase requests.
- Perform fit back of logistics processes to the base logistician.
Objective 2. Vehicle fleet management: Properly manage all vehicles in the base and prepare relevant reports.
Tasks :
- Monitor daily and weekly movements of all vehicles according to transport planning.
- Ensure proper compliance with safety rules for vehicles and drivers (seat belts, speed limits, incident reporting, etc.)
- Tracking vehicle movements within the base deployment area and/or other areas.
- Schedule preventative maintenance/repairs for base vehicles.
- Issues and controls gasoline vouchers for base vehicles and other bases as required.
- Prepare and monitor fuel consumption reports (logbook, mileage).
- Monitoring of administrative tasks (monitoring of contracts with rental companies, insurance, permits, etc.).
- Immediately report any security incident to the base chief and/or logistics coordinator.
- Perform fleet management fitback to the base logistician.
Objective 3. Management of equipment and properties: Adequately manage the base’s properties, furniture, equipment, and inventories.
Tasks:
- Develop a format for the temporary assignment and delivery of computer equipment, office, and visibility. Monitor proper use of the equipment by users.
- Update the equipment list and inventory periodically.
- Safekeeping and updating of inventories in digital and physical formats of equipment (cameras, computers, printers, photocopiers, etc.) and movable property of the base.
- Ensures that the office, guest house and storage rooms are in optimal condition (clean and well maintained).
- Ensure the optimal condition, maintenance, storage and repair of equipment (computers, printers, etc.) and ensure that all equipment is properly labeled.
- Properly manage stationery stock.
- Ensure that the antivirus is properly installed/updated and that data backups are properly performed on a weekly basis.
- Perform equipment management fit back to the base logistician.
Objective 4. Logistics reports: Preparation and updating of logistics reports on the 8th of each month at the base where support is provided.
Tasks:
- Preparation and submission of the PFU (purchase request tracking) and list of suppliers.
- Preparation and updating of the equipment list, physical inventory of the base.
- Preparation and sending of vehicle fuel consumption reports, consumption per 100 km monitoring (TERRAMAR).
- Preparation and submission of monthly logistics reports and/or other reports as requested.
- Update on tracking of base contracts.
- Prepare a logistics report for base/country coordination and logistics coordination of the mission of each base where support is required.
Objective 5. Security Management: Adequately supervise the logistical aspects of the security of the base where you are providing support.
Tasks:
- Contribute to the analysis of context and monitoring of security incidents and their proper reporting.
- Ensure the correct application and compliance of safety rules.
- Participate in the development of the base Security Plan and related documents.
- Immediately inform coordination of any incident that occurs (maximum 48 hours).
- Frequently monitor and analyze the security context of the base. Adapt new measures based on the context when necessary.
- Ensures that pilots and staff follow safety regulations.
- Monitor the implementation of fire extinguishers, hibernation boxes and medical kits in the office and guest house.
- Perform security management fit back and security briefing to the base logistician.
Objective 6. Coordination and planning: Adequately manage fluid communication between logistics, administration and base projects.
Tasks:
- Coordinate meetings with the technical and administrative team for proper monitoring of purchases, technical validations, budget monitoring and purchasing plan.
- Update planning/tracking of priority tasks for projects at the base.
- Support administrative and technical staff in managing orders and/or purchases from the database.
- Participate in weekly meetings to track orders and validate purchase requests.
- Perform coordination and planning fit back to the base logistician.
Does this description fit you?
Education: Bachelor’s degree in Business Administration, Industrial Engineering or similar. Previous experience in logistics is desirable.
Specific technical knowledge:
- Experience or familiarity with conducting methodical and efficient acquisition processes.
- Ability to manage time effectively, with a focus on the organization and prioritization of tasks to ensure operational fluidity and compliance with deadlines.
- Experience in supervising processes based on manuals and policies.
- Knowledge of concepts in security management.
- Inventory control, among others.
Previous experience: Minimum of 2 years’ experience working in humanitarian aid projects and donors and/or the private sector.
Knowledge of the humanitarian sector: High ethical standards, rigorous procedures, flexibility in the face of unexpected events, multitasking. Vocation and humanitarian aid.
Knowledge of Action Against Hunger: Desirable
Languages: Spanish required, English desirable.
Office automation and specific systems: Intermediate level of Excel, Microsoft Word, Outlook and PowerPoint, Teams. Mastery of Windows and internet platforms. Previous experience with GPS monitoring systems.
Mobility (national/international): Mobility required nationally between bases and/or other departments, international mobility required.
Commitment to Gender Equality: Previous experience in issues related to the promotion of gender equality or personal commitment to gender equality is valued.
Our compensation package:
Fixed-term contract
Legal benefits
Salary information is provided in more detail in the interview.
Pleasant environment
Training appropriate to the position
The opportunity to belong to an organization with an international/national track record.
How to apply
Interested candidates who meet the requirements should apply through the link below by September 25, 2024.
IMPORTANT NOTE: To apply you must attach your CV, criminal and police records, RENAS, and Letter of interest indicating salary expectations and department where you are available to reside if a transfer is necessary.
In a single file in PDF format.
