Logistics Officer

Role and Responsibilities                  

specific objective and linked activities

 

• Procurement

• Supply goods and services according to the requests received and in line with PU-AMI and donors guidelines
• To identify suppliers for all kinds of markets related to PU-AMI’s activities and needs and maintains an updated Supplier List
  • Collect quotations for the required goods and services, in line with standards and practices of the purchasing process, ensuring fair and transparent process
  • Analyze the quotations collected, fill the required documents as per PU-AMI guidelines, and submit them for validation
  • Collect validations at base level on all procurement documentation, and update the Log Manager on the progress or issues as necessary
  • Implement the purchases and coordinate with the Requesters and Finance department to manage payments and close the files
  • Coordinate with the Logistics Assistant for deliveries to the warehouse, ensure proper anticipation and follow-up
  • To control quality and quantity of the purchased items according to the requester’s specifications
  • To ensure compliance with administrative procedures for the management of advances and payment of suppliers

 

• Procurement planning and follow-up

• Support the Logistics Manager in the drafting and monthly updating of the Procurement Plans
• In view of the procurement plans, recommend procurement strategies to improve efficiency (grouping of purchases, framework agreements…)
• Support the Logistics Manager to capitalize, regularly update and share procurement information, using dedicated tools (Supplier List, Price List, Procurement Follow-Up, Procurement Plans…)
• Assist the Logistics Manager in the preparation of internal and external audits, ensuring all files are available and complete

 

• Fleet Management

• Is the focal point at base level for all matters related to vehicles and transportation needs
• Prepare the weekly movement schedule, ensuring all movements needs are addressed in a timely and adapted manner
• Monitor respect of PU-AMI policies with regards to transportation and vehicle use at base level, and report any issue to the Logistics Manager
• Ensure all vehicles are properly maintained and equipped, and required documentation is available and valid (registration, insurance, contracts…)
• Supervise the driver in the regular check-up of vehicles and in their daily activities
• Prepare the monthly Fuel and Rental Follow-Up and report any anomaly

 

• Support the Logistics Manager in the monthly checking of the fuel and rental invoices
• Regularly reminds all base teams on the traffic law and safety measures when using vehicle, report any misuse to the Logistics Manager
• Report any accident in the required format, and support the Logistics Manager in liaising with the different stakeholders (insurance, renta company, authorities, third party…) if requested
• Manage the drivers team at base level (attendance, training, evaluation) with support from the Logistics Manager

 

• Documentation  and reporting
  • Ensure all procurement documentation is complete, properly filled and archived at base level, in compliance with PU-AMI standards
  • Participate in the drafting of the monthly Logistics report, for all aspects related to procurement and fleet management
  • Coordinate with program and support teams at base level to anticipate upcoming needs and identify solutions
  • Give daily report to the logistics manager about the progress of the logistics activities progress.

 

• Security
  • Report potential fleet or security incidents to the Logistics Manager and Security focal point Manager.
  • Monitor usage of vehicles in line with safety and security rules and reports any concern to the Logistics Manager

 

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

 

Knowledge and skills:

• Valid driving license at least 2 years
• Knowledge of humanitarian actors
• Computer skills: Very good knowledge in Microsoft Office (Word, Excel)

 assets

• Interests:
  • Strong motivation to help people in need
  • Understanding of the political situation in the area
• Transversals 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