Logistic and Procurement Officer

The Logistics & Procurement Officer is responsible for base level procurement, storage, inventory, distribution, equipment and facilities maintenance, fleet management, filing and archiving. S/he serves as point of contact on any Logistics matters at the Base and contributes to the implementation of MAG Procurement policies.

1. Procure all materials and equipment in a cost-effective and transparent manner, in line with MAG and donor specific procurement policies.
2. Review procurement requests to ensure appropriateness of technical specifications and seek clarifications, if required.
3. Ensure that all order requests, purchase orders and requests for quotation are tracked from point of planning through to final receipt of goods, services and works.
4. Conduct market analysis in the area, and identify potential suppliers maintaining Suppliers Database updated.
5. Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner.
6. Keep records of all procurement data, files, and documents according to MAG policies.
7. Maintain control and accountability of all stock, monitoring storage, request and issuance as required.
8. Conduct physical stock checks periodically and investigate discrepancies.
9. Maintain the store clean and organized.
10. Make sure timely replenishment of stocks and that the levels of stocks are correctly recorded on the stock cards.
11. Load and unload trucks or vehicles during deliveries.
12. Monitor, check and follow up all outsourced electrical, electronic and plumbing works and repairs.
13. In collaboration with the Technical Officer, fill out and update detailed reports of generators, electronic & electrical equipment and devices and keep records on services that have been performed.
14. In collaboration with the Mechanical Department, fill out and update detailed reports of MAG Vehicles and Machines and keep records on services that have been performed.
15. Ensure the maintenance of office, storage areas, national and international guesthouses at the Base (water supply, electricity, plumbing, ACs, etc.) including engagement of in-house and external services.
16. Do inventory of all detectors and other field/demining equipment and provide monthly report to the Procurement and Inventory Manager.
17. Ensure Fleet requirements for the Base are met.
18. Under guide of Procurement and Inventory Manager and Fleet & Mechanical Manager, assist in the safe operation of the fleet through driver selection and training, quality maintenance to include routine checks and regular service and implementing program fleet operating procedures.
19. Ensure appropriate use of the vehicles by all Base staff advising on use of seatbelts, adherence to speed limits, vehicle booking process and movement monitoring system.
20. Submit monthly fleet report.

Internal

• Operations teams – Base TFM, FOM, Supervisors
• Support Teams – Admin/HR, Finance. IT
• Security Dept

• Service providers, landlords, suppliers

All MAG staff are expected to undertake the following general duties:

• • Work towards achieving departmental business plan objectives.
  • Work within the framework of MAG’s core values, promoting its ethos and mission statement.
  • Work as part of a team and liaise with other departments to ensure effective communications across the organization.
  • Ensure familiarity with and adhere to all MAG policies and procedures and Safeguarding framework.
  • Ensure confidentiality of information as required by MAG policies and procedures.
  • Undertake any other duties appropriate to the post as may be required.
  • Aware of gender mainstreaming and ready to participate in gender awareness courses/training
  • Able to work in a mixed team
  • Responsible for his/her own continuing training to develop his/her skills
  • Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.

Essential Requirement:

• Min 2 years of experience in logistics, procurement, warehouse management in INGO sector;
• Experience with standard procurement procedures and documentation in the humanitarian context related areas with limited infrastructure;
• Capacity to negotiate contracts, take quick and relevant actions;
• Excellent skills in MS Word, Excel, Outlook, Power point;
• Fluency in written and spoken English;
• Strong communication and organizational skills.