General responsibilities
He/she facilitates the functioning of PU-AMI programs in Kabul and Parwan through a strong support to the provincial logistics team. All references below of “Province/Provincial” refer to the Kabul and Parwan Province. Concretely, he/she:
- Makes the link between Kabul Logistic department and other regions if needed.
- Provides a strong support to the provincial Logistics team in general.
- Organizes regular meetings and training when necessary at all level of the logistics system of the province.
- Respects PU-AMI procedures concerning quotations, orders, purchasing, deliveries, ICT and inventories.
Detailed tasks
Objective 1: Drugs Supply/ Import Process
a. In collaboration with the Logistics Coordinator and the Pharmacy Department, he/she follows the import process of drugs.
b. He/she collaborates with coordination Logistics and Medical Departments regarding customs process and means of transportation according to PU-AMI procedures.
Objective 2: Transportation and fleet management
a. He/she is responsible of organizing all tasks related to the transport of goods, equipment, materials and medical supplies between the bases and to the areas of intervention.
b. He/she is responsible for quotations, management of vehicle rental framework contracts, supervision of drivers and movement plan of staff.
Objective 3: Procurement
a. He/she is responsible for all essential steps of procurement: sourcing, developing RFQ, collecting quotations, developing comparative bid analysis, negotiating, and formalizing purchase orders/contracts respecting PU-AMI procedures, under the supervision of the Field Coordinator and with the technical support of Logistics Coordinator.
b. He/she signs documents of purchase files whose amounts are below admitted thresholds set for field validation.
c. He/she is responsible for archiving all the necessary logistics documents in both hard versions and soft versions in SharePoint.
Objective 4: Management/ Trainings
a. In close collaboration with the Logistics Coordinator, he/she organizes meeting and training to the logistics department of the province to improve the implementation of PU-AMI logistics procedures.
b. He/she provides support to the logistic officer and assistants to structure the logistics department of the base at provincial level. He/she is in charge of appraisals for the team members he/she manages.
Objective 5: Stock Management/ Inventories
a. He/she supervises the logistics stocks management in Central Region.
b. He/she supervises the regularly update of inventories in the Health Facilities and in the bases. He/she makes regular physical checks and report to the Field Coordinator in case of any missing items.
Objective 6: Reporting/ Communication
a. He/she keeps a strong communication with the Field Coordinator, Project Managers, Logistic managers of other bases and Logistics Coordinator.
b. He/she provides a Monthly Log report and purchase follow-up as per PU-AMI template to the Logistics Coordinator.
Objective 7: Security
a. He/she supports the Field Coordinator in analyzing the security context.
b. He/she is responsible of the respect of security and safety protocols among his team and the rental drivers.
c. He/she is responsible for giving all logistics means to the security department so that the safety of Kabul base buildings is ensured.
Objective 8: Logistics Budget
- He/she is responsible for developing the logistics budget for any new proposal development and share with Logistics Coordinator.
- He/she is responsible for monthly follow up of logistics budget (LFU). He/she must coordinate with the base finance manager for proper forecasting and expenditure registering in the LFU. Every month the updated LFU must be shared with Field Coordinator and Logistics Coordinator.
Objective 9: IT / Inventory
- In close coordination with the mission senior ICT Officer, he/she must maintain and safeguard all the IT equipment in the base.
- He/she should get the technical validation of the IT equipment procurement for the base before any procurement.
- He/she is responsible for undergoing periodical IT equipment inventory minimum twice a year.
- He/she is responsible for reporting any technical issues of IT equipment and follow up the troubleshooting to the senior ICT Officer.
Objective 10: Energy
- He/she is responsible for maintaining fuel management for generators in the base. Update the Fuel follow up and report to coordination every month.
- He/she is responsible for follow up of the generator’s periodical maintenance in the base.
- He/she is responsible for ensuring the safe electric installation in the building and do any type of electrical installation and maintenance.
Objective 11: Premises
- He/she is responsible for maintaining all the lease rental contracts of the base. Update or terminate any lease rental contract when necessary.
- He/she is responsible for any wear and tear maintenance of premises when necessary.
- He/se is responsible for inventory of the premises at least twice a year and report to Field Coordinator and Logistics Coordinator.
