LOGISTIC OFFICER

Role and Responsibilities                  

specific objective 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

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• 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

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  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