Security & Logistics Officer

Under the direct supervision of the Project Manager, the Security & Logistics officer is responsible for coordinating and supervising all logistic activities and ensures safety of staff of Dir Upper, KPK.

Procurement: Responsible for all purchasing in line with the internal procurement procedures and their follow up (procurement file, call for tender, distribution, suppliers follow up, etc.).

Fleet Management: Responsible for fleet management (cars rental contract, vehicles maintenance, fuel follow up, drivers training, etc.) and organization of any field movements (flight booking, hotel booking, etc.)

Stock Management: Responsible for managing all assets from inventory to storing and maintenance.

Staff Safety: Responsible for ensuring staff safety in the field and office by putting in place necessary measures and standard operating procedures and ensuring the staff practicing with the support of the Base Manager.

Objective 1: Procurement Activities:

• Provide planning support and advice to those making a procurement request, then process and manage the procurement process in accordance with SIF policies and procedures, in a transparent, accountable, efficient and cost effective manner.
• Follow-up the procurement for SIF Office in area of operations.
• Validate the Purchase / Service Contracts for procurement, along with Coordination of admin team.
• Set up and maintain a database of suppliers, detailing criteria of quality, price, service, ethics etc.
• Undertake quotations or launch Calls for Tender.
• Check the condition and nature of goods received as required by the contracts.
• Manage the presentation, circulation, filing and archiving of procurement documents, conforming to SIF procedures.
• Undertake periodic inventories.
• Manage stock movements and distributions of goods in the framework of project implementation.
• Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items.
•  Ensure that all procurements are tracked and recorded to identify items that should be part of a pre-approved tender process, and ensure that open and free competition for procurements is adhered too.
•   Capture pipeline information, and coordinate the management of the supply chain ensuring that Program staffs are well-informed and well-prepared for incoming goods and material.
• Elaborate and update suppliers data base as well as prices list.
• Liaise and negotiate with suppliers.
• Enforce proper use of procurement ceilings and approval procedures.
• Ensure procurement follow up is completed weekly with all departments
• BCI and IRV completion in accordance with required timelines.
• Identification of new and relevant supplier/vendor as per the procurement plan for the ongoing and new projects.
•  Marinating of proper procurement data base, to provide accurate information/status of ongoing procurement.
• Analyze all factor related to procurement and present various option that clearly shows the difference in cost and delivery time between alternatives.

Objective 2: Assets and Property Management Activities:

•   Ensure the safety and effective use of all SIF assets and properties in the office.
• Account for the overall compliance with assets, properties and premises management procedures.
•   Ensure the maintenance and repairs of assets and properties in timely manner.
•   Assess the need for additional equipment / premise.
• Account for the overall compliance with assets, properties and premises management procedures
• Regularly control the Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly Equipment Follow Up).
•   Ensure that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents).
• Ensure timely reporting on /assets & stock status, to help Program staff with planning of replenishment and tracking through to end-user has occurred.
•   Advice and support Program staff to verify that distribution has occurred according to the intentions and plans of the donors, and project partners.

Objective 3: Fleet Management Activities:

• -    Supervise and coordinate all logistic matters relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported,
• Organize field movements for staff members (flight and hotel booking, rental taxi, etc.).
• -       Ensure that vehicles internal equipment (tools, communications etc) are complete and serviceable; and that usage of fuel is correctly supervised, and logged and recorded.
• Control regularly that all documentation required is filled in timely and precisely.
•  Supervise the rental Service Contracts for vehicles.
• Control all documentation related to vehicles (Log Books, Fuel Consumption).
• Consolidate Fuel Consumption report and control fuel consumption.
• Encourage driver to use efficient route and avoid traffic congestion.
• Prior to each departure, check for any security notice or directives for travel area and plan movements in response.

Objective 4: Procedures and Reporting Activities:

• Comply with all the reporting requirements from Country/base level.
• Present the all consolidated monthly reports as required according to SIF guidelines.
• Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit weekly and monthly logistics reports to the base and in-country management team.
• Procurement plan and Status (Order Follow Up, ongoing procurements, deliveries).
• Stock Situation (Deliveries received, damages, stock requests).
• Keep track of quality, quantity, stock levels, delivery times, transport costs and efficiency.
• Vehicle Follow Up (Maintenance, Incidents, Suppliers relation).
• Assets list (Repartition of assets, maintenance, problems).
• -      Keep updated the line manager “technical & administrative” about all ongoing activity and sharing of updated procurement status.

Objective 5: Compliance Activities:

• Ensure compliance with SIF policies and procedures, donor regulations and local laws.
• Ensure that the procurement and disposal of commodities are in line with applicable licenses and are properly documented.
• Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.
• Manage all types of contracts with suppliers and service providers.
• Meet any ad hoc donor requirements in a timely and complete way.

Objective 6: Telecommunication and Information Technology Management Activities:

• Accounts for the overall compliance with the Communication and IT procedures.
• Supervise and secure effective use of the entire telecommunication and IT system.
• Supervise all the telecommunication costs.

Objective 7: Security Management Activities:

• Account for the overall compliance of SIF security and safety guidelines.
• Ensure high-level security of all SIF assets, property and resources.
• Collect and compile security information of SIF Office on weekly basis.
• Ensure that watchman's are aware of all safety and security regulations.
• Elaborate security plans for SIF Office and ensure their implementation.
• Ensure the security of movement of field visit.
• Organize the opening of a new SIF base in province from the risk assessment analysis to office renting and equipment.

Objective 8: Human Resources Activities:

• Manage all drivers and security guards ensuring all duties are performed to SIF regulations.
• Perform required performance evaluations for drivers and security guards.
• Track and report any performance issues/complaints.

Objective 9: Working Relationships Activities:

• Proactively engage with the managers and relevant staff (Program, Finance) on all matters logistic to ensure that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms.
• Proactively engage with donors, local government, project partners and stakeholders in order to plan, organize, and schedule distribution of goods and materiel safely as well as to ensure adequate information sharing, address common concerns/problems and seek solutions.

Education

•  Higher Diploma or Bachelor’s Degree in Supply Chain, Procurement or any related field.

Experience

•   Minimum 3 years of relevant work experience in Logistics working in NGO/INGO.

Languages        

•    Fluency in English and Urdu. Fluency in local Pashto Language is a plus.

     Knowledge

• Good computer skills; word, excel and PowerPoint including good report writing skills.
•    Effective under pressure, results oriented and proactive with the ability to multi-task.
•    Good Interpersonal communication, negotiating and analytical skills.
•    Ability to organise work schedule on regular basis and flexibility; discrete and respectful to confidentiality.
•    Good Team player and motivated to work in remote and uncertain environment respecting standard operating procedures as devised and instructed.

Competencies

• Respect and promote SIF values and mandate, and report to the line manager any non-respect of SIF’s policies amongst the teams or partners.
• Address needs and requests in a professional way.
• Always interact with children in presence of their parents or caregivers.
• Always respect beneficiaries’ confidentiality.
• Report any incident or act that causes harm to beneficiaries or to others.
• Aware of child protection/safeguarding concept.
• Excellent interpersonal and conflict-resolution skills.
• Strong analytical skills.
• Able to establish and maintain effective working relations with people of different cultural backgrounds.
• Strong cross-cultural communication