Logistics Officer

ABOUT THE ROLE

Lindii Peace Foundation (LPF) is seeking a competent, proactive and detail-oriented Logistics Officer to coordinate and strengthen the organization\'s logistics, transportation, fleet management, inventory control, warehousing and supply chain support functions.

The Logistics Officer will ensure the timely, cost-effective and accountable movement, storage, distribution and management of organizational supplies, equipment and other resources required for programme implementation and field operations. The position will work closely with the Procurement, Finance, Programme and Administration teams to ensure that logistics activities are properly planned, documented and implemented in accordance with organizational policies, donor requirements and applicable procedures.

The successful candidate will support effective fleet utilization, asset management, stock control, transportation planning, warehouse operations and logistics reporting while ensuring that organizational resources are used responsibly and maintained in good condition.

This role requires strong organizational skills, attention to detail, problem-solving ability and the capacity to coordinate logistics activities in a dynamic humanitarian and development environment.

KEY RESPONSIBILITIES

Logistics Planning and Coordination

• Coordinate day-to-day logistics activities to support programme implementation and organizational operations across the head office and field locations.
• Develop and maintain logistics plans, schedules and movement arrangements based on programme requirements and operational priorities.
• Coordinate the transportation and distribution of programme supplies, equipment, materials and other organizational resources to designated locations.
• Work closely with Programme, Procurement, Finance and Administration teams to anticipate logistics needs and ensure timely availability of required resources.
• Monitor logistics requests and follow up to ensure that approved requests are processed and delivered within agreed timelines.
• Identify potential logistics constraints and recommend practical solutions to minimize delays and operational disruptions.
• Maintain accurate records of logistics activities, requests, movements, deliveries and associated documentation.
• Ensure that logistics arrangements are cost-effective, properly authorized and consistent with organizational procedures.

Fleet and Transportation Management

• Coordinate the effective utilization, allocation and scheduling of organizational vehicles in line with approved operational requirements.
• Maintain an updated vehicle register showing vehicle details, registration, assignment, mileage, maintenance history and other relevant information.
• Coordinate vehicle servicing, repairs, inspections, registration renewals and other statutory requirements to ensure that vehicles remain roadworthy.
• Monitor fuel consumption, mileage, vehicle utilization and maintenance costs, identifying unusual consumption patterns or potential inefficiencies.
• Maintain accurate fuel records, vehicle logbooks, trip authorization forms, movement registers and other fleet-related documentation.
• Coordinate transportation arrangements for staff, programme materials, supplies and equipment, subject to approved movement procedures.
• Ensure that vehicle movements are properly authorized and documented before departure.
• Follow up on vehicle maintenance and repair requests to minimize downtime and ensure operational availability.
• Monitor the conduct and compliance of drivers with organizational vehicle-use policies, road safety requirements and approved movement procedures.
• Report accidents, vehicle damage, breakdowns, fuel discrepancies and other fleet-related incidents promptly through established reporting channels.
• Support the development and implementation of vehicle-use, fuel-management and fleet-maintenance procedures.

Warehouse and Inventory Management

• Coordinate the receipt, inspection, storage, handling and issuance of supplies, materials, equipment and other items delivered to organizational warehouses or storage facilities.
• Ensure that all incoming supplies are checked against purchase orders, delivery notes and other relevant documentation before acceptance.
• Maintain accurate and up-to-date stock records, bin cards, stock cards, goods received notes, goods issued notes and inventory registers.
• Ensure that stock movements are properly authorized, recorded and supported by appropriate documentation.
• Conduct regular physical stock counts and reconcile physical balances against recorded inventory.
• Investigate stock discrepancies, losses, damages or unexplained variances and report findings to the appropriate supervisor.
• Ensure that warehouse facilities are clean, secure, properly organized and suitable for the storage of supplies and equipment.
• Apply appropriate stock rotation practices, including First-In, First-Out (FIFO), and monitor expiry dates where applicable.
• Monitor stock levels and alert the relevant departments when supplies are approaching minimum stock levels or require replenishment.
• Ensure that damaged, expired, obsolete or unusable items are identified, segregated and managed in accordance with organizational procedures.
• Support periodic inventory verification and ensure that stock records are available for internal reviews, donor monitoring and external audits.

Asset Management and Accountability

• Maintain and regularly update the organizational asset register, including asset descriptions, identification numbers, purchase dates, locations, assigned users and condition.
• Ensure that organizational equipment and assets are properly tagged, recorded and assigned to authorized personnel or locations.
• Coordinate asset issuance, transfers, returns and handovers, ensuring that all movements are supported by appropriate documentation.
• Conduct periodic physical verification of organizational assets and reconcile findings with the asset register.
• Follow up on missing, damaged, obsolete or unserviceable assets and report discrepancies for appropriate action.
• Support the maintenance, repair, replacement and responsible disposal of organizational assets in accordance with approved procedures and donor requirements.
• Ensure that asset disposal, transfer or write-off is supported by the necessary approvals and documentation.
• Maintain signed asset handover forms and ensure that staff account for assigned organizational property during transfers, separation or exit.
• Support donor-funded asset tracking and ensure that assets purchased under specific grants are identifiable and traceable to the relevant projects.

Procurement and Supply Chain Support

• Work closely with the Procurement team to support the timely delivery and receipt of procured goods and services.
• Provide logistics information required for procurement planning, including delivery schedules, transportation requirements, storage capacity and stock availability.
• Follow up with suppliers and relevant internal teams on approved deliveries, pending supplies and outstanding logistics requirements.
• Support the verification of delivered goods against approved specifications, quantities, purchase orders and delivery documentation.
• Ensure that goods received are documented accurately and that discrepancies are reported promptly to the Procurement team.
• Coordinate the movement of procured items from suppliers to the warehouse, head office or designated field locations.
• Monitor the availability of commonly used supplies and communicate anticipated shortages to the relevant departments.
• Support the preparation of logistics-related information for procurement plans, budget forecasts and operational reports.
• Maintain appropriate separation of responsibilities between procurement, receipt, inventory recording and payment approval in line with organizational internal controls.
• Ensure that logistics and supply chain records are complete, traceable and available for verification when required.

Field Logistics and Programme Support

• Coordinate logistics arrangements for field activities, including the movement of personnel, supplies, equipment and programme materials.
• Liaise with field teams to identify operational logistics needs and ensure that approved requirements are addressed promptly.
• Support the distribution of programme supplies and materials to designated implementation locations, ensuring proper documentation and acknowledgement of receipt.
• Coordinate the return, transfer or redistribution of unused materials and equipment in accordance with organizational procedures.
• Maintain records of deliveries, distributions, dispatches and receipts associated with field operations.
• Support logistics planning for training sessions, workshops, meetings, assessments and other programme activities.
• Coordinate with relevant staff to ensure that field offices have the equipment, supplies and logistical support necessary for effective implementation.
• Monitor the condition and availability of logistics resources assigned to field locations and follow up on reported maintenance or replenishment needs.
• Ensure that logistics arrangements comply with approved security, access and movement procedures in the operating environment.

Documentation, Reporting and Compliance

• Prepare regular logistics reports covering fleet utilization, fuel consumption, stock balances, asset movements, maintenance activities and outstanding logistics requests.
• Maintain complete and orderly physical and electronic logistics files for vehicles, inventory, assets, deliveries, distributions and related activities.
• Ensure that logistics documentation is accurate, properly authorized, securely maintained and readily retrievable.
• Support the preparation of logistics information required for donor reports, internal reviews, audits and compliance assessments.
• Monitor compliance with organizational logistics policies, asset management procedures, fleet regulations and applicable donor requirements.
• Identify gaps in logistics documentation or control processes and recommend appropriate corrective measures.
• Maintain trackers for vehicle maintenance, fuel consumption, inventory movements, asset assignments and other key logistics activities.
• Submit required logistics reports within agreed timelines and provide accurate information to support management decision-making.
• Protect confidential organizational information and ensure the responsible handling of logistics records.

Safety, Security and Risk Management

• Ensure that logistics activities are conducted in accordance with organizational health, safety and security procedures.
• Coordinate with relevant personnel to ensure that vehicles, equipment, warehouses and storage facilities meet applicable safety requirements.
• Report vehicle accidents, stock losses, security incidents, damaged goods and other operational risks through established reporting channels.
• Support the safe storage, handling, transportation and distribution of supplies and equipment.
• Ensure that drivers and other relevant personnel are informed of applicable vehicle-use, road safety and movement requirements.
• Monitor logistics-related risks, including vehicle breakdowns, supply delays, stock losses, equipment damage and storage constraints.
• Recommend practical measures to reduce logistics risks and improve the protection of organizational resources.
• Comply with established movement approval and security clearance procedures for travel to field locations.
• Ensure that logistics arrangements do not compromise staff safety, beneficiary protection or the security of organizational assets.

Policy Implementation and Process Improvement

• Apply LPF\'s approved logistics, procurement, fleet management, inventory and asset management policies and procedures.
• Support the review and improvement of logistics tools, templates, registers, checklists and standard operating procedures.
• Identify inefficiencies in transportation, warehousing, stock management and asset utilization and recommend practical improvements.
• Promote cost-consciousness, accountability, transparency and responsible use of organizational resources.
• Support internal spot checks and periodic reviews of logistics records and physical assets.
• Collaborate with other departments to strengthen coordination, documentation and compliance across logistics processes.
• Undertake other logistics-related responsibilities assigned by the supervisor, consistent with the position\'s scope and organizational needs.

KEY DELIVERABLES

The successful candidate will be expected to contribute to the following:

• Updated logistics plans, schedules and operational trackers.
• Accurate vehicle register, fleet utilization records and maintenance schedules.
• Complete fuel consumption records and vehicle logbooks.
• Updated warehouse stock records and inventory registers.
• Periodic physical stock counts and stock reconciliation reports.
• Updated organizational asset register and asset verification reports.
• Properly documented goods received notes, goods issued notes and delivery records.
• Accurate asset assignment, transfer, return and handover documentation.
• Timely logistics support for approved programme and field activities.
• Regular logistics reports covering fleet, inventory, assets and outstanding requirements.
• Documented reports of stock discrepancies, asset losses, vehicle incidents and other logistics-related issues.
• Complete and organized logistics records available for internal reviews, donor monitoring and audits.
• Practical recommendations for improving logistics efficiency, accountability and cost-effectiveness.

Minimum Qualifications

• Bachelor\'s degree or Higher National Diploma (HND) in Logistics and Supply Chain Management, Transport Management, Business Administration, Procurement, Purchasing and Supply, or a related field.
• Minimum of three (3) years of relevant professional experience in logistics, fleet management, inventory control, warehouse management, asset management or supply chain support.
• Demonstrated experience maintaining logistics records, stock registers, asset registers and other operational documentation.
• Experience coordinating vehicle movements, fuel records, maintenance schedules and transportation arrangements.
• Experience in warehouse operations, stock control, physical inventory verification and reconciliation.
• Experience working with NGOs, INGOs, donor-funded programmes or humanitarian and development organizations is highly desirable.
• Demonstrated ability to coordinate multiple logistics requests and meet operational deadlines.
• Good working knowledge of Microsoft Office applications, particularly Excel, for maintaining registers, trackers and reports.
• Strong documentation, organizational and record-keeping skills.
• Good written and verbal communication skills.
• High level of integrity, accountability, attention to detail and responsible resource management.

Desirable Experience

• Experience supporting logistics operations across multiple field locations.
• Familiarity with donor-funded asset management and inventory documentation requirements.
• Experience supporting internal audits, asset verification exercises or logistics compliance reviews.
• Knowledge of fleet management systems, inventory management tools or digital logistics platforms.
• Experience in conflict-affected, emergency response or other complex operating environments.
• Knowledge of humanitarian logistics, supply chain procedures and organizational internal controls.
• Relevant professional training or certification in logistics, supply chain management, transport management or inventory control.

CORE COMPETENCIES

The successful candidate should demonstrate:

• Planning and coordination: Ability to organize logistics activities, prioritize competing requests and ensure timely delivery of support.
• Attention to detail: Ability to maintain accurate records and identify discrepancies in stock, fuel, asset and fleet documentation.
• Accountability and integrity: Commitment to transparent processes, responsible resource use and compliance with organizational procedures.
• Problem-solving: Ability to identify logistical challenges and develop practical, timely solutions.
• Inventory and asset management: Ability to maintain reliable stock records, track assets and support physical verification.
• Fleet coordination: Ability to organize vehicle schedules, monitor maintenance and maintain accurate fleet records.
• Communication and teamwork: Ability to work effectively with Programme, Finance, Procurement, Administration and field teams.
• Organization and time management: Ability to manage multiple tasks and meet reporting and operational deadlines.
• Cost-consciousness: Ability to support efficient use of transportation, fuel, storage and other logistics resources.
• Reporting and documentation: Ability to prepare clear reports and maintain complete, traceable records.
• Adaptability: Ability to respond to changing operational priorities in a humanitarian environment.
• Confidentiality and discretion: Ability to handle organizational records and sensitive operational information appropriately.
• Commitment to safety: Ability to follow established safety, security and movement procedures.

SAFEGUARDING, CODE OF CONDUCT AND ORGANIZATIONAL VALUES

The post holder is required to:

• Adhere to LPF\'s policies, procedures, Code of Conduct and organizational values.
• Demonstrate commitment to safeguarding, gender equality, diversity, inclusion and respect for human rights.
• Maintain zero tolerance for sexual exploitation and abuse (SEA), harassment, fraud, corruption and abuse of position.
• Report safeguarding, SEA, fraud or other serious misconduct concerns through established organizational reporting mechanisms.
• Maintain professional conduct and respect confidentiality at all times.
• Demonstrate sensitivity to diverse cultural contexts and the needs of affected populations.
• Comply with applicable security, health and safety requirements.
• Use organizational resources responsibly and protect organizational property.