Logistics Officer

Procurement

• Ensure Organization standard procurement practices are implemented. Including all documentation to satisfy Donor regulations and ORGANIZATION Procurement Policy at the field level Keeping records to full audit trail standard under Donor regulations as well as ORGANIZATION Internal Procurement Procedures and Policy for ORGANIZATION activities at the field level and assist / support on their implementation.
• Ensure there is proper communication and coordination with the relevant departments regarding procurement and delivery of supplies and all parties are informed of any changes in a timely manner.
• Ensure the proper elaboration, follow up and works inspection, for contracts on works or services and that they are in line with ORGANIZATION standard policies and procedures for procurement and are of optimum quality standards.
• Take a pro-active approach to ensure all goods required for the project implementation are in place when needed. Prepare procurement plans for goods to be purchased locally or through the Islamabad procurement department and anticipate lead times needed for transport and distribution.
• Ensure the establishment and maintenance of good professional working relationships with suppliers and contractors.
• Oversee all rehabilitation work being done on health facilities, keeping Islamabad logistics updated on progress / delays.

2: Transport / Vehicles’ & Generators’ maintenance:

• Oversee the fleet management at field level and ensure the provision of transport services to ORGANIZATION program departments and staff are efficient, sufficient, and always secure.
• Ensure the roadworthiness and safety standards in all active vehicles in the fleet.
• Ensure all generators are regularly serviced, and all faults are reported to Islamabad immediately.
• Oversee the fuel consumption of vehicles & generators and comment / alert the Logistics Manager and Project Coordinator whenever normal rates and standards are exceeded.

3: Assets & inventory management

• Supervise and ensure adherence to ORGANIZATION Assets and Inventory management (control and tracking) system is exercised and assist/support on its implementation.
• Ensure the tracking system is effective and all assets/inventory items’ documentation available enables tracking them down from the source up to the base and vice versa. Conduct regular assets/inventory items’ tracking checks.
• Supervise the elaboration, adjustments, and regular updates of the asset & inventory list as outlined in the ORGANIZATION guidelines.
• Ensure there is proper communication between ORGANIZATION departments related to assets & inventory items’ movements; asset & inventory items transfers and changes are well monitored and documented and proper control of all equipment at all times is in effect.

4: Warehousing / Stock control

• Implement and standardize ORGANIZATION warehouse policy in the field level as well as monitoring and supporting its correct implementation.
• Record all stock movements and have all necessary documents such as bin cards, stock, cards, ledgers, waybills, etc. prepared and filed on time.
• Supervise and monitor ORGANIZATION standard warehousing practices, keeping records to full audit trail standard under Donor regulations and ORGANIZATION policies. Ensure that the agreed standard warehouse procedures are strictly followed.
• Alert the Program manager and relevant field officers whenever medical or non-medical stock is foreseen to reach buffer levels and advice on actions to be taken depending on lead times for different procurement options to ensure proper logistics supply chain.

5: Reporting

• Ensure for the preparation of regular, timely and accurate logistics narrative reports and security updates as well as procurement report, assets update, communications directory, fuel consumption and stock reports as per ORGANIZATION policy, to be submitted to the Logistics Manager and the Project Coordinator by the end of each month.
• Actively participate in the elaboration of donor reports, budget forecasts and project spend out plans as required.

6: Staff Management

• Support, supervise and monitor the team and ensure that they are carrying out their duties properly.
• Provide adequate training support, develop and capacity-built staff
• Conduct timely and regular appraisals to the above-mentioned staff according to ORGANIZATION’s HR policy.
• Follow ORGANIZATION’s regulations and suggest/follow up disciplinary actions for any incident of misconduct or negligence according to the HR policy.

Declaration:

Our organization has a zero-tolerance policy on conduct that is incompatible with the aims and objectives, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. It also adheres to strict child-safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.