Under the general supervision and guidance of the Logistics Coordinator or other designated staff.
The Logistics Officer will be responsible for procurement-related tasks, including filing and electronically archiving all necessary procurement documents, tracking and verifying original invoices before payment, issuing tender documents to vendors upon request following tender announcements, and ensuring that supplier and price lists are regularly updated and checked for validity.
Responsibilities
Under the general supervision and guidance of the Logistics Coordinator or another designated staff, the Logistics Officer will be responsible for the following key duties:
Procurement:
Filing of all necessary procurement documents and archiving electronically.
Tracking and monitoring all original invoices and verifying before payment.
Issuing tender documents to vendors on request after tender is announced.
Ensure updating of suppliers list and price lists and regularly checking on price validity for updates.
Data entry on procurement software (REGOLO) and uploading the required documentation accordingly.
Maintain the records of Assets and Equipment for base.
Ensure that the assets that are issued to staff are authorized, recorded and necessary paper work exists as per the policy of COOPI.
Ensure that all assets in the base and office are properly maintained and looked after. Any mis-use and abuse are reported to the Head of Base.
Ensure that all procured materials are properly stored and correctly recorded and the store is well maintained,
Alert the relevant project staff about the receipts and dispatches and coordinate with them, as it may be necessary.
Ensure that stores register is updated and stock reports are produced, including fuel consumption report and circulated to the Logistics Coordinator and the Head of Base on monthly basis.
Ensure that all generators/inverters and power systems are well maintained and remain in excellent condition, at all times.
Ensure that servicing on all power equipment and generators are carried out regularly in an efficient manner and that individual service scheduling for each machine exits and records are kept properly.
Provide day-to-day supervision of drivers and rental cars and ensure that all the rental cars are properly cleaned, well maintained and driver/used as per the polices of the organization.
Ensure proper fuel storage and management at base and update the fuel tracking form diligently.
Submit monthly logistics and fuel consumption reports to the Logistics Coordinator.
Ensure the asset inventory register is updated regularly and submit to LogCo quarterly or as per need.
Support the identification and contracting of premises (office, guesthouses & warehouses) based on geographical, operational and financial criteria, in close liaison with the LogCo.
Contribute to ensure proper working and living conditions for all staff in each premises by providing appropriate power supply, drinking water, stationery etc.
Coordinate with relevant departments for travel arrangements and reservations as necessary.
Manage vehicle fleet and ensure that the trip logs are counter-signed by the lead passengers.
Support policy implementation in procurement / logistics to improve the effectiveness and efficiency of organization by working with respective coordinators.
Undertake market survey on a regular basis to obtain prices at competitive costs for services and goods.
Liaise with the security officer to ensure maximum security of all property and staff both in office and field location.
Supervise all housekeepers and ensure efficient and effective execution of their cardinal functions
Perform quarterly appraisal for vendors and update the supplier's database.
Perform other duties as assigned by the supervisor / HoB / Area coordinator.
Code of conduct and associated policies:
Treat beneficiaries with dignity and apply COOPI's Code of Ethics and Conduct, the UN Convention for the Elimination of Discrimination Against Women (CEDAW), and the UN Convention on the Rights of the Child (UNCRC) in the field, including sensitizing Field Monitors and vendors/agents on such principles.
Promote the zero-tolerance policy regarding corruption and ensure adherence to COOPI Code of Conduct and Anti-Fraud policy.
Requirements
Education:
University Degree in either Logistics, Supply Chain Management, or equivalent, Business Administration, or another relevant field experience with additional years of related work experience and / or specialized training / courses.
Experience:
3 years working with an INGO in a similar position.
Essential:
Be professional, motivated, flexible, and culturally sensitive.
Be excellent in communication skills and proficient in report writing especially tender reports and monthly reports.
Excellent working knowledge of Microsoft Office programming (Access, Outlook, Excel, PowerPoint, and Word).
Excellent communication, writing, and analytical skills.
Excellent communication, coordination, and facilitation skills.
Ability to work in a team, and establish effective working relationships with people from different nationalities and cultural backgrounds.
Ability to work under tight deadlines and simultaneously manage multiple tasks in an autonomous manner.
Previous work experience with INGOs and UN Organization is desirable.
Preferred:
Knowledge of the local languages at duty station.
Willing and able to be based and travel regularly within remote areas, where services are limited.
Previous experience in a similar position.
Technical Skills & Knowledge:
Sound understanding of supply Chain and procurement cycle, concepts and principles with a broad knowledge of best practices and techniques.
Knowledge of common procurement/logistics principles and the ability to quickly assimilate COOPI and donors' processes and systems;
Ability to rapidly analyze and integrate diverse information.
Competencies:
Good communication and negotiation skills with the ability to persuade, influence and adapts quickly to different situations.
Excellent oral, and writing skills.
Well organized and detail-oriented.
Ability to work independently and in a team with other departments and units