Logistic & Procurement Officer

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

Understands TDH policies and values, and assure the log department works under them;

Understands TDH procurement policies and procedures, including the thresholds and procedures for each market;

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

Creates 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;

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

Prepares 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;

Creates and maintains 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 manages and plans the activities of the Logistics staff under his/her supervision;

Updates 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;

Inserts all the information about every procurement when its situation change on the Procurement Follow-Up (PFU) form;

Creates 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;

Updates the Contract Follow Up with every PO related to an FWA;

Ensures the proper Fleet management in the office and create follow up;

Brings immediately to the attention of Country Log 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: Ensures the proper Equipment management & office maintenance (25%)

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

Keeps the Office Equipment list up to date;

Labels all equipment with its proper codification and ensure proper storage;

Manages and controls the stock of office stationery supplies;

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

Checks that antivirus is up-dated;

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

Provides necessary support to warehouse/store keeper to ensure reports are accurate and up to date;

Manages equipment according to internal and donors’ guidelines;

Ensures the correct and documented transfer of equipment on completion of projects.

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

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

Requests 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;

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

Objective 4: Security

Respects 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;

Communicates 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

Supports the emergency interventions of the organization as per the employee’s abilities;

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

Objective 6: Management of the team

Participates in the recruitment process of the team member;

Ensures that all team members have an updated TOR and are appraised every year;

Follows up on personal activity or development plans;

Handles all the HR issues related to the team.