Logistic & Procurement Officer

Objective 1: Ensure proper implementation of TDH IT Office Log & Procurement activities (40%)

Tasks

Understand TDH policies and values, and assure the log department works under them. 

Understand TDH procurement policies and procedures, including the thresholds and procedures for each market.

Participate in the internal logistics performance evaluation. Interiorize the Logistic Strategy and push for its accomplishment.

Create Procurement Requests (PR) and negotiate with the procurement section delivery times and stock’s needs.

Accepts/Receives Procurement Requests (PR) coming from different departments in his/her office for processing

Ensure the correct signatures are obtained according to the threshold amounts; request technical specifications when needed.

Prepare tendering documents (Single Offer, Request for Quotations,  Open/Restricted National/International Tender) for all materials, equipment, works and services ordered for the projects in a cost-effective and transparent manner in line with TDH IT and donor/s specific policies

Create and maintain a good supplier relationship, in coordination with the Supply Chain Manager, providing the kind of experience that have been encountered during the transaction with them for future reference.

Directly manage and plan the activities of the Logistics staff under his/her supervision

Update the Supply Chain Manager about the status of the request from the start of the procurement till the time of delivery of the item/s

Insert all the information about every procurements when its situation change on the Procurement Follow-Up (PFU) form,

Create Purchase Orders (PO) and obtain the correct signatures as required by the threshold amounts. Ensure the proper documents are sent to admin for them to release the payment.

Update the Contract Follow Up with every PO related to an FWA

Ensure the proper Fleet management in the office and create the Cost follow up. 

Bring immediately to the attention of Log Coordinator any evidence of fraud, waste, abuse, or any illegal or suspicious activity with any supplier, vendor, contractor, or anyone part of the procurement process within or outside of TDH.

Objective 2: Ensure the proper Equipment management & office maintenance (25%)

Tasks

Ensure an optimal state, proper maintenance and repair for equipment (computers, printers, photocopy machines etc).

Keep the Office Equipment list up to date.

Label all equipment with its proper codification and ensure proper storage.

Manage and control the stock of office stationery supplies.

Supervise allocation and adequate use of equipment for all users by filling up the material loan form.

Check, that antivirus is up-dated and that backups are made for all computers.

Ensure that office premises, guesthouses, and warehouses are in optimal conditions (cleaned and maintained)

Supervise office services when needed.

Provide necessary support to warehouse/store keeper to ensure reports are accurate and up to date.

Manage equipment according to internal and donors’ guidelines

Ensure the correct and documented transfer of equipment on completion of projects

Objective 3: Ensure/Produce the correct implementation and update of every Logistics Archive according to TDH IT procedures. (25%)

Tasks

Ensure that all supporting documentation is prepared and filed according to donor/s and TDH IT procedures

Request to the programs team all the necessary attachments (such as request letters, External Reception and Delivery notes, verification sources, pictures before/after, attendance list, etc) both in paper and electronic format

Maintain a scanned copy of the log archives with the relevant signatures and store it safely. Ensure backup copies are done.

Objective 4: Security

Tasks

Respect the security rules specified in the security plan, assure that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols.

Communicate to the security Officers of the working location any security related information or noncompliance with the security plan

Objective 5 : Support humanitarian activities of Terre des Hommes

Support the emergency interventions of the organization as per the employee’s abilities.

Support any activity that helps reaching our humanitarian goals, as per the employee’s abilities.