LOGISTICIAN FUNCTIONS
Travel planning
§ Plans vehicle movements and driver follow up
§ Follows up individual travel, applying the security framework
§ Checks that radio and communication procedures are followed correctly
Logistics management of the premises:
§ Follows up the consumption of office material, fuel and lubricants used in the different facilities (office, house, store, etc)
§ Checks cleanliness of different open spaces (gardens, courtyards, etc.)
§ Checks that domestic waste is disposed of correctly in the different facilities and waste treatment installations are properly maintained
Maintenance of MDM’s premises and infrastructures
§ Ensures the maintenance of all MDM project premises (office, houses, stores, garage, etc.) and checks on the general state of facilities (walls, roofs, electrical installations, water supply and quality…)
§ Carries out regular visits to each facility, evaluates rehabilitation and repair needs, reporting any problems to his manager
§ Follows up minor building rehabilitation work
§ Checks the conformity of security norms in MDM premises
Maintenance of MDM’s equipment
§ Makes and updates inventories of investments in equipment related to energy, cold chain, IT and radio communication.
§ Checks the quality work carried out on generators and electrical installations
§ Manages the IT and radio communication material (physical inventories, re-allocation of equipment, ..)
- Follows up and renews authorizations to use radio material with the local authorities concerned
Orders
- Draws up logistics orders for his sector of activity, follows them up, check their proper reception and state.
- Carries out local purchases
Maintenance
- Keep work area clean and tidy
Equipment
- Look after all equipment provided.
- Ensure correct use of all material
Team managment:
- Coordinate all activity for the team under his/her responsibility
- Organise weekly meeting on ongoing activity
- Form and give support to his/her team
- Watch over the strict application of the security rule by his/her team.
- Follow the work hour of his/her team **
- ADMINISTRATOR FUNCTIONSMoney administration and security
- Guarantees that money administration procedures are followed
- Ensuring the management of coordination cash boxes (following up advances and maintaining the advances register, physical inventories and bank account/ check, expenditure conciliations, etc.).
- Checking purchasing procedures are followed (order forms systematically signed by authorized persons).
- Performing cash ups.
- Organizing the system for paying suppliers (following up housing rents etc.), do the payments by check, order bank transfers.
- Paying salary advances, salaries ,taxes and payments notes duly validates by financial coordinator.
- Paying per diems and security envelopes according to the rules. do the payments by check, order bank transfers.
- Following bank account movements, in particular checking balances on a daily basis and alerting his /her responsible
- Giving an initial briefing on money administration to all personnel receiving entitlements (per diem, lodgment, etc.) and/or functioning advances.
Guarantees accounting procedures are followed- Checking that expenditures are validated by the management.
- Checking the conformity of justifications.
- Filing and archiving documents.
- Preparing national audits . Inform to Accounting Services in HQ about nationals audit
- Giving a specific briefing on accountancy management to project coordinators and/or logisticians supervising an assistant administrator.
- Follows national legislation
- Gathering information on fiscal legislation (taxes, customs duties, VAT, taxes on hiring contracts, annual declarations etc.) and transmitting it to the health coordinator. If necessary, undertaking this task in liaison with external consultants.
Expenditure carried out within the financial mission- Checking the accounts (field and capital).
- Checking the documents attached and cost allocations (project and accounts codes)
- Checking the justification documents and their conformity (order forms, invoices, inventories, etc.) in capital and the projects.
- Under the responsibility of her/his coordinator, analyzing cash box disparities and providing technical assistance for their resolution (propositions on reorganizatio
Grants codingAllocating expenditure in the appropriate grant following defined grants criteriaMonthly closure
