Logistics Officer

1-  General Objective The Logistics Officer ensures and supports the Logistics Manager in activities linked to assets, premises, fleet, procurement and warehouse. He/ She works under direct supervision of the Logistics Manager.   2-    RESPONSABILITIES AND TASKS     Specific objectives and linked activities:   Supply-Chain and procurement: -      Assist in identifying suppliers for all kinds of markets related to PU-AMI’s activities and needs -      Assist in collecting/drafting necessary documents -      Assist in purchasing, from request to payment and delivery -      Ensure that the format and information on quotes and invoices comply with PU-AMI’s regulations -      Control quality and quantity of the purchased items according to the requester’s specifications -      Ensure compliance with administrative procedures for the management of advances and payment of suppliers   Store management -      Stand as the focal point for all issues regarding the warehouse for the base -      Ensure the formal communication linked to the store within the base -      Manage and organize the reception, storage and shipping of all supplies at the warehouse -      Ensure all requests of stock are sent and delivered to the requesters (project managers) in a timely manner -      Communicate all delays or variances in inbound/outbound freight to the appropriate parties -      Monitor the quality of products at the time of reception, in coordination with the Supply-chain Supervisor. -        Regularly monitor the quality of products during storage. Pay special attention to expiration dates (if applicable) -        Plan warehouse layout and space requirements (to prevent loss or damage and achieve warehouse optimization) and organize the implementation -        Supervise the team of daily workers in charge of transport and storage activities -        Ensure the recruitment of daily workers for logistics needs. -        Ensure the daily workers attendance follow up and edit the attendance sheets -        Ensure the payments of daily workers -        Ensure daily workers have all required safety equipment (safety shoes and gloves). -        Contact required transporters for deliveries and transport -        Differentiate the plumbing accessories and their technical specifications     Fleet -      Assist the Logistics supervisor to ensure that the administrative documents for all vehicles are available, filed and monitored -      Assist the Logistics supervisor to organize the schedule of vehicle movements and drivers at base level -        Assist the Logistics supervisor to report all cars incident to the line manager and prepare the reports   Equipment and premises -      Dispatch the equipment on the base according to the needs, and update the equipment list accordingly -      Make sure the assets are properly maintained and maintenance intervals and procedures are respected. -      Regularly inspect the base offices and living accommodation and follow up the office/GH maintenance if any (repairs, paintings…). Draw up a list of needs and manage the stock of maintenance items and consumables -      Fill the monthly stock report by auditing and coding all durable equipment in the office and guesthouse if any -      Monitor the storage facilities and infrastructure both from inside and outside: locate damages and propose the necessary repairs to the manager -      Organize and supervise cleaning (and regular disinfection if necessary) of storage spaces -      Introduce protection against insects and pests and apply treatment upon the first sign of infection -      Ensure adequate ventilation of the storage premises -      Ensure the equipment and machines used by teams are cleaned before returning to the store -      Find additional premises upon identification of needs and help her/his supervisor to follow up all contractual aspects of all premises -      Follow up the rents (office and flat) and fees (internet, electricity, water…for office and flat) payments   Documentation and Reporting -      Ensure that all archiving is done in compliance with PU-AMI standards -      Gather all logistics documents as a complete file and transfer them to the logistics supervisor and managers -      Give daily report to the logistics supervisor about the progress of the logistics activities progress. -      Regularly meet with the other supply-chain and/or program teams in order to organize and plan the next deliveries and distribution plans and anticipate needs and challenges -      Archive and centralize logistics files related to procurement, fleet, premises, warehouse and assets   Security -      Report potential fleet or security incidents to the Logistics Supervisor -      Follow up the security equipment if any -      Understand and obey traffic law and regulations   The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.   Mandatory requirements Language Skills: Fluent in Arabic and English (speaking/reading/writing) Education Degree: University degree in a relevant field Work experience: 2 years minimum of previous relevant experience in a logistics function and preferably in an NGO Computer skills: Very good knowledge in Microsoft Office (Word, Excel) Other requirement -        Valid driving license at least 2 years   Assets Other knowledge: -        Knowledge of humanitarian actors Interest: -        Strong motivation to help people in need -        Understanding of the political situation in the area Transversal skills: -        Well organized -        Conflict resolution and diplomacy experience -        Ability to analyze and suggest improvement -        Ability to take initiative to deal with difficulties encountered in daily work -        Ability to adapt or change priorities according to the changing situation within a mission or the organization itself -        Autonomy, neutrality, hard worker -        Able to manage stress and pressure