Logistics Officer

1- GENERAL OBJECTIVE:
The Logistics Officer supports the Logistics activities of PU-AMI Saida base, with a specific focus on procurement and Stock management and coordinates with all technical departments under the management of the Area Logistics Manager.

2- RESPONSABILITIES AND TASKS:

• Supply-Chain and procurement:

- Assist in identifying suppliers for all kinds of markets related to PU-AMI’s activities and needs;
- Contribute in assessing and preparing the list of suppliers by conducting the prequalification process;
- Assist in collecting/drafting necessary documents for procurement procedures as per PU –AMI and donors requirements;
- Assist in purchasing goods, assets, services from the purchase request to payment and delivery;
- Ensure that the format and information on quotes and invoices comply with PU-AMI’s regulations and procedures;
- Jointly control the 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;
- Keep the records of all ongoing and completed procurement dossiers and keep the logistic archive ordered with the relevant information;
- Follow up contracts payment deadlines and prepare the schedule of payment any logistic related contract;

• Store management:

- Stand as the focal point for all the issues regarding the warehouse for Saida 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 (for example, project managers, FO) in a timely manner;
- Communicate all delays or variances in inbound/outbound freight to the Logistic Manager;
- Monitor the quality of products at the time of reception, in coordination with the Logistics Manager;
- Regularly monitor the quality of products during storage and, if perishable goods, to organize them according the expiry date;
- Plan warehouse layout and space requirements (to prevent loss or damage and achieve warehouse optimization) and organize its renovation, modification in its spaces;
- Supervise the team of daily workers in charge of transport and storage activities;
- Ensure the recruitment of daily workers for logistics needs, their attendance on daily basis, the organization of their activities and follow up;
- Ensure that the daily workers edit the attendance sheets and ensure their payment on time;
- Ensure that daily workers use the safety equipment (safety shoes and gloves);
- When is requested contact the transporters for delivery of goods and assets to the warehouse;

• Fleet:

- Assist the Logistics assistant/Head of drivers to ensure that the administrative documents for all vehicles are available, filed and monitored
- Assist the Logistics assistant/Head of drivers to organize the schedule of vehicle movements and drivers at base level
- Assist the Logistics assistant/Head of drivers to report all cars incident to the line manager and prepare the reports

• Equipment and premises:

- Dispatch goods, assets and equipment according to the base needs, and update the equipment list accordingly;
- Make sure the assets are properly maintained and maintenance intervals and procedures are respected.
- Regularly inspect the offices and premises of the base and set up repairing works on the offices and premises according the needs (painting, repairing windows etc..);
- Regular inspect the guesthouse (GH) and set up repairing and maintenance works (whereas necessarily);
- 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;
- Monitor the storage facilities and infrastructure both from inside and outside: locate damages and propose the necessary repairs to the Logistic 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
- To 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 Logistic Manager;
- Prepare the daily report to the logistics manager about the progress of the logistics activities;
- 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 eventually challenges;
- Archive and centralize logistics files related to procurement, fleet, premises, warehouse and assets.

• Security:

- Report potential fleet or security incidents to the Logistics Manager
- To follow up the security equipment if any
- To understand and obey traffic law and regulations

The tasks and responsibilities defined in this job description are non-exhaustive and can change and evolve depending on the circumstances and specific needs.

3- PRIORITIES OF THE DEPARTMENT
- ENSURE THE PROPER MANAGEMENT OF PROCUREMENT FILES IN COMPLIANCE WITH PU-AMI PROCUREMENT PROCEDURES
- ASSURE AN ADEQUATE MONTHLY FOLLOW UP FOR THE FUEL CONSUMPTION FOR THE CARS
- PROVIDE A SUITABLE PLANNING FOR DISPATCHING THE CARS AND FAIR ALLOCATION OF THE DRIVERS

Qualifications:

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 humanitarian motivation

- Understanding of the political situation in the area

• Transversals skills:

- Well organized

- Team work

- Proactive and flexible

- Conflict resolution and diplomatic skills

- 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 context situation

- Autonomy, neutrality, hard worker

- Able to deal with a lot of stress and pressure.