LOGISTICS OFFICER - SOUTH (National Contract)

Job Title: LOGISTICS OFFICER

Duty station: South (to be defined) with travel to field offices as required

Responsible for: Managing logistics (Premises, Fleet & Travel, Equipment, IT& communication, Warehouse) for South office. Managing and supporting procurement from Direct Purchase (DP) up to 3 Quotations (3Qs) procurement procedures at base level.

MAIN DUTIES AND RESPONSIBILITIES:

REPORTING AND LINE MANAGEMENT

• Line managed by Country Procurement and Logistics Manager.
• Reports on weekly basis during procurement & logistics team meeting and via management tools.

TEAM MANAGEMENT AND COORDINATION

• Coordination of work with Country Procurement and Logistics Manager, Senior Procurement Officer and Logisticians.
• Coordinate with finance to ensure correct payment terms and schedules are respected for supplier payments.
• Responsible for coordination between program teams to ensure supply chain is highly functioning and efficient.
• Line management of base support staff driver(s), cleaning lady.

LOGISTICS BUDGET MANAGEMENT

• Provision of inputs to the logistics budget, inputs to monthly forecasting, sharing information about prices and availability of goods on local level.

PROCUREMENT

• Responsible for registration of PRs in PRFU and creation of procurement archiving folders for purchase he/she oversees.
• Conducting small purchases (below 10.000 EUR) in collaboration with Project Focal Points in the base where based (in charge of the whole process from PR registration to archiving and submission of payment request).
• Archiving procurement documents for conducted purchases (both hardcopies and electronic archives).
• Providing support to Proc & Log Manager during audits (document controlling, document preparation).
• Revision of digital procurement archives on SharePoint.
• Input procurement data for Interim and final procurement reports in accordance with donor needs.
• Conducting market assessments.
• Controlling the supplier database on ongoing basis and updating it (e.g. supplier performance).

EQUIPMENT MANAGEMENT

• Participation in planning base equipment.
• Purchase of equipment at base level.
• Registration and labelling of new Assets in Asset Register.
• Preparation and archiving of all Asset documents for Assets at base level.
• Conduction Annual Asset Inventory at base level.
• Support with Asset management at project closure stage (sale, donation, discarding, keeping of Assets).

STOCK MANAGEMENT

• Storekeeping of items and materials for distribution, including reception, storage and loading of items.
• Administering of Stock, processing of Stock management documents (stock-cards, waybills, GRNs, inventories, etc.), including archiving of documents (both hardcopies and digital copies).
• Conducting Stock inventories.
• Organizing loading and offloading the goods, coordination of daily workers.
• Reporting of losses, damages and other discrepancies to Project Focal Points and Proc & Log Manager.

FLEET MANAGEMENT AND STAFF MOVEMENT

• Coordinating staff movement and arranging means of transportation at local level (rented vehicles, on- call drivers, taxi service etc.).
• Follow up with Drivers on base level (training, problems with vehicles, Logbook accuracy, car accidents etc.).
• Truck rental for transportation of goods.
• Conduction weekly vehicle checks using the Vehicle Checklist.
• Coordination of vehicle maintenance and purchase of spare parts and vehicle equipment.
• Management of vehicle keys (limited access, keys handover coordination).

BASE MANAGEMENT

• Ensuring safe, comfortable, efficient and cost-effective use of the premises on local level.
• Management of logistics actions during opening, expanding, relocation and closing of bases.
• Management of all contractual relations related to base rent, utilities and services on the base level.
• Management of communications on the base level (phones, internet) and basic IT maintenance.
• Organizing timely replenishment and stock of consumables and stationery used in the office.
• Organizing maintenance of premises and forecasting its expenses.
• Ensuring that spare keys to guesthouses and offices are labelled and kept in safe places with restricted access.
• Ensuring efficient and adequate accommodation for visiting staff, including its maintenance and equipment arrangements.

REQUIRED QUALIFICATIONS

• Bachelor's degree in logistics, supply chain management, or a related field, along with a minimum of 1–3 years of experience in a logistics or supply chain role.
• Key skills include proficiency in Microsoft Office Suite (especially Excel), strong analytical and problem-solving abilities, and excellent communication and organizational skills.
• Previous experience in NGO highly appreciated, previous experience with associations as well.
• Language of work: Arabic and English.
• Very good writing skills in Arabic and English.
• Quality required:
  • Excellent team spirit and coordination skills.
  • Dedicated and able to resist stress.
  • Highly organized and able to manage several tasks in parallel.
  • Initiative spirit mandatory and high level of communication.