Assistant, Fleet and Logistics

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat. IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

Job Purpose

The Assistant, Log & Fleet (ALF) will work under the supervision of the Senior Officer, Logistics and under the overall supervision of the Supply Chain Management Coordinator to implement effective logistics support activities at the Country Delegation. The ALF will implement efficient and effective Logistics in the delivery of goods, works and services to optimize IFRC and ARCS humanitarian operations in Afghanistan. S/he will implement compliance to IFRC, and donor rules and regulations. S/he will support the Senior Officer, Logistics in ensuring proper planning with the Operations and Programmes departments, execution, monitoring and reporting of all Logistics activities in Afghanistan.

Job Duties and Responsibilities

1. General:

• Assist the SLO in data entry and collection for programme needs assessments together with the operations and programme teams.
• Support in the collection and data entry of market assessment and research activities in sourcing processes.
• Support the SLO in Supplier identification, vetting, long-term contracting, and supplier database update to support the delivery of operational and programmatic needs.
• Establish good working relationships with Suppliers and partners in the whole supply chain process to ensure delivery of support to programme and operational activities for IFRC-ARCS operations.
• Support the establish of long-term relationships with key and strategic suppliers for goods and services for the Afghan Delegation.
• Initiate annual supplier/vendor performance appraisals, recommend for renew commitments and or recommend for termination to the SCMC as may be appropriate.
• Assist the SLO in the development of practical medical and non-medical supply chains for all Field Locations in Afghanistan.
• Support in the set-up of Health facilities supported by IFRC and ARCS
• Collaborate with operations and programmes, to support functioning of health facilities, mobile medical activities such as vaccination campaigns, laboratory support and other emergency health related activities.
• Shadow the SLO in all Logistics activities, assist and support in Supply Chain Strategic planning and engagements.

1. Logistics

• Support the Officer, Customs & Transport (OCT) in customs clearance, warehouse management, requisitioning, receiving, storing, and dispatching of goods, fleet, and the processing of all relevant documentation.
• Assist the SLO in planning, management, and implementation of Logistics procedures at Country Delegation Level.
• Update and share with the SLO the monthly planning and organization of all transportation activities between Kabul and Field Locations.
• Assist the SLO in ensuring proper follow up of Logistics requests to the Country Delegation are met.
• Prepare all documentations necessary for the customs clearance and transportation of supplies and medical drugs to field locations and warehouses (Delivery note or waybill; Freight notice; Transport letters - air waybill, bill of lading, international consignment note; Cargo manifest; Packing lists; Gift certificates; Origin certificates, phyto-sanitary controls; Tax exemption certificates)
• Support the SLO in the proper follow-up of IFRC and Rental vehicles (replacement of vehicles, breakdowns, maintenance, and repairs).
• Follow up with Drivers to implement vehicle tools in conjunction with the Safety and Security Officer (logbooks, technical check-ups) and ensure proper schedules of preventive maintenance of the vehicles.
• Enter data, calculate, and check the monthly cost of each vehicle (fuel consumption, repairs) in coordination with the Safety and Security officer, and share with the SLO for review and feedback.
• Support the SLO in following up with the Operations and Programmes to ensure timely follow up for delivery of commodities and supplies to partners and field offices.
• Support the SLO in the management of logistics vendors’ contracting activities including performance monitoring and measurement.
• Prepare response briefs to technical queries/requests for support, following standard processes, and obtaining guidance from the SLO as may be required, to ensure timely and accurate resolution.
• Provide data for budget preparation, monitoring and revision for all delivery modalities.

Job Duties and Responsibilities (continued)

• Enter data and provide information for operational pipeline analyses, assessment, and recommendations for operational planning in all delivery modalities.
• Follow up with transporters and suppliers for the dispatch of commodities to field locations where IFRC supports operations
• Collect and compile accurate data, produce and/or contribute to reports and financial closure, physical inventory, transport performance

1. Fleet

• Reporting of fuel stocks, manage and track dispatch of fuel to IFRC residence, vehicles, and generators, keep records.
• Keep and update data on fleet maintenance, and service with regular schedules for preventive maintenance and repair for the fleet (vehicles and generators).
• Support the CTO in Custom clearance for all Federation shipments and registration as well as deregistration of fleet.
• Assist the SLO in the dissemination of IFRC’s Fraud and Corruption Prevention and Control Policy to all suppliers/service providers who engage with the Country Office.
• Support the SLO in planning for new vehicle purchase for the ARCS, liaise with the Dubai Fleet Base with all Procurement related documentation and ensure delivery in Afghanistan.
• Update the Dubai Fleet ERP system with all fleet related data, work with them to ensure vehicle age limits are monitored and reported, disposals arranged, and paperwork prepared for handover to ARCS.
• Arrange for regularization of fleet legal status (customs clearance, registration, licenses, insurance) and that they are up to date.
• Enter fleet movement records, vehicle maintenance, and fuel consumption and prepare monthly vehicle management cost analysis.

Education

Required:

• Bachelor’s Degree in Administration, Engineering, Business, Procurement, Logistics & Supply Chain Management from a recognized institution of higher learning.

Preferred:

• High Diploma in Administration, Engineering, Business, Procurement, Logistics & Supply Chain Management from a recognised institution of higher learning.

Experience

Required:

• A minimum of 2 Years’ experience in Procurement, logistics, warehousing, transportation, customs clearance, and Fleet Management.
• Experience of working within the Red Cross and Red Crescent Movement.
• Proven experience in financial management, including budgeting.
• Experience of Staff performance Management, coaching and mentoring.

Preferred:

• A good understanding of Afghanistan Country Context.

Knowledge, Skills and Languages

Required:

• Project management, communications, and networking skills.
• Report writing skills – written English, Pashto, and Dari.
• Ability to work with tight deadlines and handle multiple tasks.
• Good judgment and the ability to work with complete integrity and confidentiality.
• Demonstrated ability to find solutions to challenges, innovative, continuous learner, able to share knowledge and new approaches in Procurement.
• Considerable degree of discretion, tact, and sensitivity in dealing with internal and external clients and stakeholders at all levels.
• Ability to work with multi-cultural, multilingual, multidisciplinary work colleagues and staff.
• Proficiency in computer literacy (use of Microsoft Office applications, MS Teams).
• Proficiency in collaboration and cooperation approaches within teams.
• Fluent in English, Pashto, and Dari.

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability.
Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.
Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others.