Logistics and Purchasing Assistant & Driver

Terms of reference – Logistics and Purchasing Assistant & Driver. Description of the NGO and its activities in Senegal

Education / Qualifications

ENGIM is an Italian NGO specialized in the field of active vocational training in Senegal since 2017. The NGO works through projects aimed at improving food security and promoting innovation initiatives in the agricultural transformation sector, as well as institutional strengthening and support to civil society actors and the population. For more information: www.engiminternazionale.org – www.engimstartup.org – Facebook ENGIM Senegal Project description SEEDS – Governance and Innovative Agroecological Networks for Feeding the Economy in Senegal aims to contribute to strengthening food security and resilience of local food systems in Ziguinchor and Sédhiou regions, through an integrated approach combining agroecology, vocational training, entrepreneurship and territorial governance. The beneficiaries are mainly young people, women, producers, farmers, fishermen, cooperatives, EIGs, vocational training centres (CFP) and local institutions engaged in the development of agri-food sectors. Local communities will also indirectly benefit from increased food production, job creation, improved animal health and ecosystem protection.

Responsibilities

Main duties

The Logistics Assistant/Chauffeur provides operational support to the logistics management of Ziguinchor’s office, including purchasing, asset tracking, fleet, stock and base management. He/she also carries out driving missions according to the identified needs, in strict compliance with safety rules and internal procedures. The logistics assistant will be required to regularly update the logistics and supply registers and participate in weekly office meetings. In particular: Procurement and procurement management

• Plan purchases in coordination with program teams and administration;
• Launch, monitor and document procurement procedures (requests for quotes, calls for competition, comparative analyses, contracts);
• Ensure compliance of procedures with ENGIM internal rules and the requirements of the lessor;
• Constitute, classify and archive the purchase records in a complete and auditable way. Inventory and warehouse management
• Supervise the receipt, storage and distribution of goods;
• Maintain up-to-date stock sheets and tracking tools (physical and digital);
• Organize regular and annual inventories;
• Ensure adequate, secure and compliant storage conditions.
• Transport of personnel and partners
• Provide transportation for project staff, consultants and partners during activities and missions.
• Travel within the project’s intervention areas
• Transfers to and from airports, meeting places, training centres and activity sites.
• Comply with ENGIM’s road safety rules and internal procedures.
• Vehicle management
• Ensure proper use of the vehicle made available to the project.
• Keep the vehicle clean and in good working order.
• Perform regular checks (oil, water, tire pressure, fuel).
• Quickly report any failure or malfunction to the logistics manager. Maintenance and maintenance
• Ensure routine maintenance of the vehicle.
• Follow the maintenance schedule and periodic revisions.
• Accompany the vehicle during repairs if necessary.
• Keep vehicle documents up-to-date (insurance, technical inspection, car registration). Administrative and logistics management
• Keep the vehicle logbook up to date.
• Record journeys, fuel consumption and mileage.
• Support, if necessary, some simple logistical tasks related to the project activities (transportation of equipment, distribution of documents, logistical support to workshops). Compliance with safety rules
• Comply with ENGIM safety rules and travel procedures.
• Adopt responsible and prudent conduct.

Other information

• Inform the hierarchy immediately in case of an incident or accident. Administrative monitoring, reporting and audits
• Produce periodic logistic reports;
• Contribute to reports to the lessor on logistics and procurement aspects;
• Participate actively in internal and external audits;
• Implement recommendations from audits. Coordination and cross-cutting support
• Work closely with the program, finance and administration teams;
• Participate in internal coordination meetings and project meetings.

Candidate profile

Candidate Profile (Training, Experience, Skills, Attitudes)

Experience

• Experience in logistics management and procedures;
• French– Good reading, writing and conversation skills;
• Be rigorous, flexible, organized;
• Good planning ability;
• Êbe able to work independently and in a team;
• Good knowledge of the local market;
• Sense of dialogue and negotiation;
• Ability to comply and enforce strict personal and team security measures;
• Responsiveness to find solutions;
• Possession of a valid driving licence in the territory of Senegal;
• Availability to work outside normal business hours, including holidays and weekends if necessary;
• Experience in the field of humanitarian logistics in similar functions within an NGO will be an advantage.

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