Logistics Officer

Job Description

THE ORGANIZATION

Handicap International (which runs projects under its operating name, Humanity & Inclusion - HI -), is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations.

OBJECTIVE OF THE POSITION:

Under the management of the Logistics Manager; the Logistics Officer supports in the smooth running of material operations and the management of the organisation’s assets, whilst applying the organisation’s procurement policy and rules for managing its assets and ensuring the security of both human and material resources...

REPONSIBILITIES:

Responsibility 1: PROCUREMENT AND SUPPLY CHAIN MANAGEMENT

Aim: To guarantee the optimization of the mission resources through the process that consists of acquiring goods, services, materials, or works from third parties.

Analyze and ensure local market surveys and keep a local suppliers database updated corresponding to the HI needs and criteria (quality, price, service, ethics )
Make sure to always consider value for money having in mind quality and sustainability of the
Implement procurement procedures for HI and organize different stages in the local purchasing of goods and services (market, surveys, ordering, monitoring, receipt, conformity checks etc.), contribute to internal control on the sites purchase files in accordance with the procedures, and propose recommendations with corrective action plans to the line
Process the orders and ensure their follow-up, provide feedback to the applicant and inform his/her manager in case of
Implement the control of the reception and inspection all incoming materials to stores and reconciles with purchase orders and delivery
Supervise all trucks when loading and unloading materials and equipment’s from and to
Control the sites choices for the storage places for materials and advise the line manager to decide how they are to be set out, supervise HI Storage and
Implement controls on the site’s physical management of stock:
- Use the stock management
- Organize periodical stock-taking.
- Management the flow of
Support and advice the sites in organizing and distribution of materials within the
Follow the local transport of materials: choice of transport methods and packaging, planning and monitoring of dispatches, administrative and customs
Ensure the daily update of the purchase monitoring chart (PMC).
Follow up with the mission sites the elaboration of the procurement plan for each project with PM’s and compile it at the mission level to analyze with feedbacks to the sites to maximize the most efficient logistics support to the mission projects.
Ensure the adequate filling of purchases files: signatures, presence and validity of the documents
Follow up to receive control reports from the sites log teams on all the purchase files of our local partners in order to ensure that it respects HI’s procurement procedures. In case of any discrepancy, inform his/her Manager (as much as possible in writing).
Ensure payment to the suppliers in link with finance department according to the invoice brought by the purchaser and

Ensure proper follow up of services contracts

Responsibility 2: FLEET MANAGEMENT.

Aim: To provide safe and suitable means of transport for the smooth running of activities

Benchmarks: suitability of means of transport to the programme context; monitoring of a vehicle fuel consumption table; existence of vehicle management procedures; quality of vehicle maintenance, vehicle utilization rate and respect for user schedule; quality of the fuel supply contract; user satisfaction

Follow up the implementation of the rules governing the use of vehicles and movement transport management procedures and ensure its reinforcement in the mission.
Prepare and define the weekly mission's travel requirements.
Ensure maintaining accurate, up-to-date, reconciled records on vehicle log books, vehicle forms, vehicle maintenance sheets, fuel purchases, accident reports, vehicle condition reports and other records that are requested from management
Ensure the vehicle online reports to match with each vehicle log book, then send reports to the line manager
Control the applying of the log team the fleet monitoring tools in the mission.
Supervise the implementation of preventive and curative maintenance work with the car rental companies in link with the Driver.
Manage and follow up the transport service contracts and ensure proper documentation available in the transport means.
Ensure adequate communication with car rental and fuel suppliers.
Ensure the filing of the mission vehicles documents and charts (VMC) and it’s archiving in proper way.
Support the Driver to organize and follow up the transportation of the goods.
Make sure all drivers know the roads, use secure roads and respect the security driving rules.
Ensure any required training for Driver, HI principles, driving…

Responsibility 3: SUPPORT IN ENSURING THE CORRECT MANAGEMENT OF EQUIPMENT AND IT AT OFFICE LEVEL

Aim: To ensure the office has the means necessary for its smooth running

Ensure that Equipment and IT Management Policy is implemented, understood and respected within the mission.
Be the focal point for IT related issues and requests.
Ensure proper installation, follow up and upgrade of IT equipment (hardware, software, network, back up, security systems and devices).
Train/support (or supervise the training) users on how to properly use the equipment including IT equipment.
Follow up strictly the allocation of all the IT equipment (which mainly are laptops, desktops, printers, video/LCD, power supply, and communication) plus the allocation of the IT small equipment (external hard disk, UPS…) on the projects, partners and sites…. .
Ensure the installation of antivirus software & any other systems as required on each laptop/ desktop in the mission fitting with HI regulations.
For communications, follow up the use of cell phones by the teams; ensure that every staff allowed has a cell phone from the association. And every visitor must be provided with a cell phone.
Supervise the internet set up.
Ensure that the documents related to equipment management are compliant with HI policy
Make sure that HI standard storage procedures are followed; ensure the quality procedures and control the stored equipment.
Ensuring the correct management of customs clearance procedures at the mission Level.
Apply equipment management procedures and written certification of each withdrawal of equipment from stock.
Ensure the use of and accurate update of the Equipment Monitoring Chart (EMC) and the quality of the data it contains.
Coordinate to run physical stock take in the mission quarterly, ensure its validation by the LM, and filling,
Contribute in the Identification of the mission needs in terms of equipment, advice/report to the line manager its allocation, and usage.
Responsible for the equipment installation/ maintenance.
Produce and file related documents per each equipment item while control the well documentation in the sites (ID card, PSR, delivery note, guarantee, user guide, maintenance reports, reallocation/destruction report, donation certificate, and invoices…. etc.).

Responsibility 4: IN CHARGE OF THE GENERAL SERVICES (EXPATRIATE STAFF ACCOMMODATION, OFFICES, AND STORAGE FACILITIES)

Aim: To provide the teams with comfortable living premises and preventing risk

Participate in defining the needs and propose solutions in terms of premises and carrying out or ensuring the management of the fitting, servicing and maintenance of the premises
Ensure that Premises meet the minimum safety and security requirements and analyze the guarantees of insurance after seeking advice from his/her manager.
Ensure collective rules for the use of the premises are
Ensure the proper follow up of premises
Supervise the overall maintenance of the HI premises.

Responsibility 5: MANAGE THE ORGANIZATION OF SEMINAR, MEETING AND TRAVEL

Aim: Ensure the quality of logistics to help the visitors, consultants and project team focus on the support mission and activities objectives

Organize travel, visa and accommodation arrangement according to the travel plan/form and coordinate with MERP and the mission sites for the necessary arrangements from their side, organize the welcoming of staff/guest, manage the guesthouse room vacancies and follow up the maintenance when
Organize with the project team seminars and workshop arrangements (set up of the meeting room, meals, office supplies) and ensure travel arrangement and accommodation for each attendant
Ensuring the booking of venue or hotel, purchase of flight ticket through the travel agency, and preparing the eventual purchase file

OTHER TASKS REQUIRED:

Prepare the monthly mission logistics
Frequent travel to coordination office in Jerusalem for support & carrying out duties as can be requested by line
Implement briefings to new staff members or staff assigned to the Field on logistics
As per requests received from line manager, coordinate replies to logistics related audit
Follow with the sites the yearly logistics files preparations soft & hard as requested by the line manager and implement the logistics internal
Carry out the training as per line manager request for national and international staff in area of activity: the mission logistical operating procedures.
Assist the line manager is any duties as can be requested as per the

Job Requirements

THE SUCCESSFUL CANDIDATE

Bachelor’s degree in Business Administration/Logistics Administration/ Supply Management.
Good technical skills in IT
Previous experience in INGO ( At least 3 Years in the logistics field )
Fluent in English (French a plus)
Basic Knowledge of Hebrew ( level 1)
Excellent communication, diplomacy and negotiation skills
Good organizational skills
Good oral, written communication and presentation skills
Ability to support and train
Good capacity in team work
Good knowledge in MS Applications ( Excel , word ...etc)

Job Details

Job Title Logistics Officer

Deadline 04 - Feb - 2023

Location Ramallah

Job Type Part time

Position Level Mid Career

Salary 4167 - 4876 شيكل

Degree Bachelor's degree

Experience 3 Years

Category Operations & Supply Chain

Application Instructions

PROFESSIONAL STANDARDS:

HI workers must adhere to the values and principles outlined in HI Code of conduct. In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.

Part time position (75 % with potential moving to 100% status upon availability of funds)

Initial contract will be for a period of 12 months with the possibility of extension upon availability of funds

Handicap International is an equal opportunity employer and

Particularly welcomes applications from persons with disabilities

Interested candidates should send their resume with motivation letter to reach on or before February 04, 2023 to [email protected] indicating your full name and the job title (Logistics Officer) in the subject line of your e-mail application. Incomplete applications or applications received after the deadline will be disregarded.

Qualified candidates are encouraged to apply and those shortlisted will be contacted.

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