Logistics Officer
Ngo & Social Services Jobs
- International Medical Corps
- Expires 24 May 2024
- Bulawayo
- Full Time
Job Description
International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document.
The Logistics Officer under the line management of the Country Logistics Manager will be responsible for effectively and efficiently supporting the logistics department with daily tasks, activities and ensuring logistics support for all the country programs in accordance with International Medical Corps Logistics policies and procedures. Fundamental to this role is the ability to build rapport with external partners such as vendors and other potential stakeholders. The incumbent should be able to timely submit corporate periodic reports.
Duties and Responsibilities
JOB DESCRIPTION
Logistics
• Participates in the implementation of the technical choices, policies and logistical procedures defined by the technical referent, and ensures their proper application as well as the correct use of logistical monitoring tools and documents.
• In liaison with the Operations Officer, ensures the proper use, monitoring, and regular maintenance (in compliance with IMC standards), as well as the safeguarding of all the infrastructures, installations, and equipment of the Project, notably through the implementation and monitoring of security measures/rules.
• Ensures the upkeep and maintenance of the warehouses, offices, and staff guesthouses, at country office and the field.
• Ensures good living conditions for the teams and ensures compliance with defined hygiene measures.
• Plan warehouses and distribution centers to improve operational efficiency and capacity.
• Efficiently organize transportation activities, including storage of goods, management of information from point of origin to delivery, streamlining transport, movements, and safety thereof
• Coordinate and track the movement of goods through logistics channels.
• Execute the logistics plan to move products and packages to reach destinations on time.
• Ensure all office equipment is functioning all times including copiers, printers, scanners, domestics appliances, where applicable, etc., including establishing and maintaining working relationships with appropriate maintenance service providers and ensure all equipment is maintained in accordance with retention agreements and GAP.
Assets
• Management of assets through proper recording, accounting, and tagging of the Mission assets in line with organization’s Policy
• Tracking all asset movement by location in line with organization’s Policy including acting on missing and broken assets
• Keeping all assets UpToDate in the Cost Point (Mission Operating System)
Procurement
• Organizes the supply system according to local or regional regulations or in direct agreement with the logistics coordinator, depending on the import facilities for equipment and/or medicines.
• Carries out local purchases in accordance with the supply rules. Guarantees the quality of the products, the service provided, the timeframe and the competitiveness of the prices (several quotes), in compliance with ethically and in line with global procurement manual.
• Ensures the processing of procurement requests, sending the request for quotation, preparing comparison sheets, raise purchase orders, seeking approvals thereof and updating the on-line procurement tracking tools.
• Ensures the conditions of receipt of freight or material arriving by truck, as well as the organization and preparation (including packaging and documentation) of the material to be sent. Keeps applicant and budget holder informed of progress by sharing stock reports.
• Ensures timely processing of vendors’ invoices.
• Participate in the regular update of the project's approved vendor list as needed.
• Verify that all items are purchased at cost effective and transparent manner throughout the whole procurement process.
• Support programs by ensuring standards of goods and services purchased are met and that background checks and due diligence audits are conducted on all vendors as appropriate.
• Support the implementation of Export Compliance requirements for all field related Logistics & Supply Chain actions.
Stocks
• Ensures the storage, packaging, and management of stocks (logistical material, stationery, and cleaning products), and provides technical support to the medical teams for the pharmacy(ies) and to the administration.
• Respect the rules of storage relative to the stored products (food, dangerous products,)
• Ensures the daily follow-up of the movements (consumption), the update of the stock cards.
• Carries out, according to the frequency defined with the technical referent, a physical inventory of all the stocks, as well as of all the goods of the organization.
• Regularly assesses the storage areas used in relation to the needs of the Project (volume, security, etc.); suggests to the technical referent possible adaptations (new premises, etc.).
• Reviews freight rates and other transportation costs to limit operating costs.
• Maintains quality throughout the logistics processes.
• Contribute to maintaining a reliable supply of services (water, electricity, security, etc.) to program offices all times.
• Contribute to the management of all program assets (including laptops and vehicles) and inventory in the various program offices and residences, ensuring that staff are properly informed of the use of all these items.
Telecommunications
• Ensures the adequacy of communication means and needs; proposes a new set up if necessary.
Guarantees access to emergency communication means 24 hours a day, 7 days a week.
• Ensures the proper functioning, use, maintenance, and monitoring of communication equipment (HF radio, VHF, computers, printers, scanners, etc. where applicable.).
• Ensures that the service providers are paid timely and manage them so that down time is minimized and accounted for.
• Ensures that project staff are briefed on the operation and use of communications equipment.
Human Resources
• Collate information from a pool of national drivers so that s/he keeps all the fleet records are updated all times and monthly reports are available two days after month-end.
• Ensures the supervision, monitoring, and evaluation of the logistics team members under his/her supervision.
• •Ensures that the logistics staff is managed in accordance with IMC rules and procedures and the laws of the country.
Administration
• • Prepares reports related to the rented infrastructures and buildings, as well liaising with security officer for recommending safety and security improvements to the facilities
• • Ensures that all documents related to infrastructure, facilities and equipment are filed and archived in an organized manner.
• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor regulations and local laws.
Information
• Maintains a network of contacts in his/her field of expertise (partners, other NGOs, local authorities, suppliers, etc.); participates in logistical meetings with IMC partners.
• Organizes regular meetings with his/her teams to share information and problems and find solutions.
• Communicates daily with the logistics coordinator on progress, achievements, and challenges. to ensure a clear understanding of each other's activities and priorities.
Reporting
• Ensures timely submission timely of mandatory logistics reports to the Field management team, and Country Logistics management team, in line with IMC policies and procedures.
• Writes, according to the frequencies established on the Mission, the activity reports, and ensures that the statistical data are regularly updated monthly.
• Evaluates the quality of the logistical service by filling out the basic form every quarter.
• Immediately communicates to his/her line manager and/or technical supervisor any information that has or may have an impact on the safety of assets.
• Immediately report to the line manager any problems that occur on the Project, including damage, loss, attempted break-in or theft.
• Any other responsibilities /tasks as deemed necessary.
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Code of Conduct
It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.
Qualifications and Experience
Minimum degree of Bachelor’s degree in business studies/Logistics/Supply Chain or equivalent and should be a member of professional body, either CIPS or CILT.
• Minimum of 4 years’ experience in logistics or supply chain or, experience in NGO is essential. Excellent knowledge of Microsoft Office (Word/Excel/PowerPoint/Outlook/Access)
• Computer literate and able to provide support to colleagues.
How to Apply
To apply for this position please send your curriculum vitae and cover letter to recruitmentzimbabwe@internationalmedicalcorps.org;
EQUAL OPPORTUNITIES
“International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, gender, age, disability or status as a veteran.”
Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review
