Warehouse and Logistics Manager - Readvertised

July 3, 2024
Posted by: humanitarianweb
Category: Humanitarian Jobs

Organization: Independent Doctors Association
Posted: 3 Jul 2024
Closing date: 14 Jul 2024

Who we are?

IDA is an international independent non-governmental organization providing medical and humanitarian assistance to people affected by conflicts, natural disasters and epidemics regardless of race, religion, gender or political affiliation.
IDA was founded in 2012 by Syrian doctors from Aleppo in response to the healthcare and humanitarian crisis in Syria.

IDA Syria is the main healthcare provider in the Northern Aleppo/Syria area, working closely with 500,000 IDPs and 700,000 host communities through 20 healthcare facilities and other health and nutrition projects

During last year, IDA has provided 1.2 million services in Heath, Nutrition, WaSH and Camp Management

Brief of the Role:

Overseeing, directing, coordinating, and exercising control over all warehouse and logistics activities and tasks. This includes reviewing and enhancing tools, procedures, and policies in collaboration with the supply chain coordinator. The role involves optimizing operational efficiency and ensuring the effective management of warehousing and logistics operations

Specific Responsibilities:

General Tasks:

Contributing to the development of warehouse, assets, fleet, and logistic policies and procedures.
Contributing to the development of job descriptions for warehouse, assets, fleet, and logistic position and the department organogram.
Technical representation in recruitment committees for warehouse & logistic staff and performing all related technical recruitment tasks (setting questions, evaluating applicants, reviewing job announcements, etc.).
Conducting workshops to clarify policies and procedures for employees (new and during policy and procedure development).
Supervising and following up on all warehouse and logistic team and ensuring they perform their tasks.
Ensuring the implementation of the warehouse, asset, and logistic policies and procedures in IDA operation unites
Monitoring and controlling of warehouses stock and assets by conducting Supervision visit reports per month and Annual inventory for Asset and Stock.
Coordinating with other departments in IDA (procurement, finance, projects, resources, etc.) to facilitate logistical operations for projects and resolve pending issues between departments.
Forming destruction committees and coordinating with the relevant government authorities for implementation.
Final review of all reports issued by Warehouse, assets and logistic unites, including consumption reports, periodic and annual inventory reports, and asset reports.

Warehouse Management tasks:

Plan the annual warehouses budget to identify and optimize responses to mission and project needs.
Monitor the implementation of Warehouse and Stock Management activities.
Ensure compliance with IDA standards, protocols, and procedures for medical and logistics stocks.
Develop warehouse mapping, organizational charts, and job analyses for warehouse staff.
Develop warehouse tracking tools, controlled procedures, and policies aligned with GSP & WHO SOPs and IDA work conditions.
Set development plans for the warehouse unit in line with IDA’s strategic plan and activate the warehouse module in the institution’s software in coordination with DTI Unite.
Conduct workshops and training sessions to enhance the capacity of warehouse staff.
Ensure all equipment and premises are adapted to the proper storage of goods in compliance with donor requirements and Good Distribution Practices.
Manage physical and administrative aspects of products inside the warehouse, ensuring proper management in conjunction with donors.
Analyze monthly/quarterly warehouse data, identify problems, and propose solutions to line managers regarding stocks.
Oversee daily warehouse operations, including quality assurance, inventory control, space management, logistics, floor productivity, shipping, and customer service.
Schedule and oversee the warehouse team, managing work flow to maximize efficiency and minimize overtime.
Meet regularly with warehouse teams to analyze productivity and develop actionable plans for loss prevention

Logistics Management:

Coordination with the In-kind donors, suppliers, procurement, local authorities, and warehouse units to facilitate cross-border shipments to the IDA warehouses /final delivery points.
Activating the role of the logistics assistant to facilitate transport on the ground.
Coordinating with the safety and security unite to ensure road safety and selecting the safest route proposals (security approval for time and route).
Supervising the movement of vehicles and the fleet owned or managed by IDA and monitoring vehicle movement records, and issuing vehicle movement orders in coordination with the disbursement officer.
Ensuring the transportation of staff or guests for their assigned work tasks (institution vehicles, booking flights and hotels) in accordance with the IDA’s established policies (finance, and procurement).
Securing all supplies for the IDA’s office and units and managing the direct delivery from the source to targeted unites (in-kind and service-related) in accordance with the approved and implemented IDA policies.
Provide guidance on best practices for managing assets, archiving them both physically and electronically, and ensuring policy compliance.
Supervising and following up with the logistic staff for asset registration operations and related procedures.
Registering assets in the general administration office and following up on asset registration in sub offices (asset movements including receipt, delivery, donation, and disposal) and issuing clearance certificates for employees.
Issuing asset reports for projects upon request.
Representing the supply chain in asset inventory committees.
Supervise assets transportation.

Qualifications:

Context/Specific skills, knowledge, and experience:

University degree (preferably in medical fields like pharmacy or medicine).
Proficient in MS Office and relevant software.
Minimum of 5 years of experience in NGOs.
Stable and robust character, and team player.
Excellent communication skills in written and spoken English, fluent in Arabic.
Strong initiative and self-motivated, with a strong commitment to teamwork and humanitarian principles.
Flexible, enthusiastic, and willing to learn from others.
Ability to multitask and cope with competing demands under tight deadlines.
Ability to cope with high workload and stress.
Identify priority activities.
Eligible to work legally in Turkey.
Knowledge of the context in Northwest Syria and Azaz sub-district in particular.
Good standing and reputation in the community.
Experience of working with local partners.
Experience in conducting assessments and monitoring activities.

Behavioral Competencies:

Planning and delivering results.
Working with people.
Communicating with impact and respect.
Handling insecure environments.

Independent Doctors Association does not tolerate sexual exploitation and abuse, and committed to acting professionally and ethically.
Independent Doctors Association is zero tolerable with any SEA case, IDA is creating the best environment to make sure that all staff have understood SEA and how to report in case there is any suspected case