JOB Vacancy Announcement #: 6047
Job Title: LOGISTICS OFFICER
Application deadline: 26.11.2021
Duty Station: Shaddadi
Job Requirements:
- The post holder should be able to demonstrate the following attributes:
- Excellent command of spoken and written English, Kurdish and Arabic languages – both written and verbal
- Bachelor’s degree in administration, management or equivalent experience in the role.
- Previous experience working in non-profit/humanitarian sector min. 2 years in logistics/procurement.
- Excellent internet and computer skills (specifically MS Word and Excel)
- Ability to work as part of a team
- Administrative skills and ability to take minutes of meetings
- High level of self motivation
Job Description:
Procurement
- Responsible for ensuring all requests for goods by the Sectors are filled on time.
- Ensures compliance with MAG Logistics procedures and policies and those of donors.
- Effectively manage all procurement on a day to day basis whilst following all MAG and Donor Policies and Procedures.
- Ensure all paperwork is correct and filed in an accurate manner (PRFs, Purchase Orders, GRN etc)
- Compile and distribute weekly procurement reports to Base Manager and communicate with them in relation to any issues regarding procurement.( PRF Tracking Sheet)
- Support in the collecting quotes and tracking market prices; liaise with suppliers and service providers to ensure timely and accurate completion of orders.
- Liaise with BM to ensure that all supplies delivered/sent to the store are complete and of the right quality.
- Maintain and develop effective supplier relationships, achieving the best possible price, quality, service and terms for MAG.
- Compile supplier database and establish preferred suppliers, support to identify and assess local suppliers including setting up, and regularly reviewing preferred suppliers list.
- Undertake systematic negotiations on prices and services and enquiring about financial conditions
- Checking that receipts/invoices are filled in according to the Finance Department’s recommendations and providing a translation when the receipts and invoices are drawn up in a local language
- Contact with (administration, landlords, car rental, tax number, insurance, etc.)
Transportation and support on the fleet management
- Support in MAG’s vehicle control procedures and movements e.g. logbooks to ensure they are in place and are properly & accurately maintained on the departure from Shad, smoothing vehicle movements with the cooperation of Shadadi
- Following up individual travel, report all accidents to the line manager
- Ensure that a fuel safety stock is maintained at all times
- Assist in the planning and execution of maintenance and repair work on mission vehicles in Raqqa
- Ensure that a complete breakdown kit is available on board all vehicles
- Check that vehicle log books are in place and are used correctly on daily bases
- Prevent misappropriation of petrol and spare parts (according the service contract conditions for rent of vehicles)
- Create and update the supplier forms relating to the vehicles
- Monitor the proper operation of all security and communication equipment in the vehicles
- Report all accidents to the line manager
Asset Management/Assets movement
- Carry out any other tasks assigned by the line manager, which may include covering areas of asset management for the early stages of the set up
- Update the daily/weekly stocks of stationary and assets and update the line manager about the regular entries or their needs
- Support to organize the installation, safe-guarding and monitoring of materials
- Help users in day-to-day ICT problems such as logging into the network, printing to network printers in the inpresence of IT officer
Maintenance of MAG’s premises and infrastructures
- Follow up the consumption of office material, field material, fuel and lubricants used in Shaddadi facility (office, house, store, etc)
- Assign the Maintenance Assistant to ensure that the proper utility and good shape of the facilities (Plumbing/ water and electricity supply device/ sanitary ware of the premises); checking the upkeep and cleanliness of the various spaces (gardens, courtyards, etc.); checking that domestic waste is disposed of correctly in the different facilities and waste treatment installations are properly maintained
- Anticipate the needs for maintenance of the premises and equipment, by performing regular maintenance check-ups in the premises;
- Provision of simple reparations and maintenance works if possible
- Check that installations and buildings conform to security norms (closures and doorways in a good state, open spaces lit up, buildings identified, fire extinguishers present, electrical installations earthed, etc.)
- Look after all material or furniture on the base, carry out minor maintenance and repair work as well as improvements to MAG buildings, once validation has been received from the line manager
- Supervise the efficient use of generators on the base and plan maintenance operations and responsibility for their filling every day with the cooperation with the watchmen
- Support in stores inspections ensuring they are kept clean and safe and stocks appropriately;
- Ensure that all the goods are safely and securely stored and took to the attention of BM if any changed conditions have an impact on the store in the absence of the storekeeper;
Administration/General
- Maintains the Logistics office paper filing system and ensures all documents are correctly filed, including , Waybills, Goods Received Notes etc.
- Processes all Repair and Maintenance Requests received from sectors, ensures accompanying electronic and hard copy are completed correctly.
- Updates Assets Database to ensure effective asset tracking, adding new equipment as procured and ensuring assets encoding.
- Liaises with the Logistics Manager regarding procedures, required documentation, assets.
- Updates vehicle/generator overview for the Logistics Centre on a weekly and monthly basis
Provides accurate daily and monthly reports on activities as directed by the Logistics Manager.
Contributes to Procurement Planning.
Working with BM on the submission that document of his agenda ares completed in a timely manner and in accordance with MAG’s policies and procedures;
Any other duties as assigned by line manager.
Safeguarding
- Work in compliance with/ uphold MAG’s Safeguarding framework – Policy on Personal Conduct, Protection of Children and Vulnerable Adults Policy, Dignity at Work Policy, Reporting Malpractice (Whistleblowing) Policy, Equal Opportunities Policy and Policy on Modern Slavery
- Encourage an open and transparent way of working that facilitates a strong safeguarding culture within and between teams
- Ensure that all staff understand the provisions clearly and challenge any unacceptable behaviour
- Ensure that any concerns, reports or complaints are taken seriously and investigated promptly and thoroughly
General Responsibilities:
- Work within the framework of MAG’s core values
- Represent MAG with integrity and professionalism
- Participate in meetings where relevant as directed by Management, and
- Apply learning from appropriate training and development programmes
Advertiser: Confidential غير معلن
Other Information’s:
Nothing to Mention.
How to Apply:
Please send your CV to the following email/Link:
vacancy.NES@maginternational.org
Please consider to mention the advert ID (Above) and the job title in the email subject.
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