Field Logistics & Supply Officer

We are recruiting to fill the position below:

Job Title: Field Logistics & Supply Officer

Locations: Zamfara

Job Purpose

• Carry out or supervise all logistics, supply and ITC activities in the base and associated projects according to INTERSOS standards and protocols to have the material, infrastructure and vehicles in optimal running conditions.
• Plan, oversight, and manage logistics and supply support operations to ensure smooth accomplishment of base/project activities.

Responsibilities
Logistics Information Management:

• Input Logistics Data in INTERSOS Logistics software (Intersos Management Platform – IMP and IMS for logistics warehouse) in an accurate and timely manner. Provide training to base staffs if required and support the implementation of INTERSOS Logistics software in the mission

Supply Chain Management and Procurement:

• In collaboration with the Country Logistics Coordinator and the Head of field office Is responsible for the effective usage of the IMS and accounting of inventories
• Plan, coordinate and supervise the supply activities of the base and define the level of priority. Implement the adequate tools and procedures
• Follow the defined Procurement Plan and coordinate the local purchases with project staffs
• Collaborate for the preparation of the monthly logistics report by the 3rd of every Month
• Carry out local purchases (RFQ and Direct Purchase) for goods and services in respect of INTERSOS and donor requirements and ensure that the line manager is aware of any problems linked to the quality or availability of the items to be purchased
• Update all the supplier files and ensure all formation related to the supplier have been fully updated on the IMP
• Follow up the payments of all suppliers and collect all the necessary supporting documents from them i.e. receipts and delivery notes. Ensure before any payment is made all originals are in coordination office
• Run market assessments and update the pre-qualified suppliers’ lists
• Support the Country Supply Manager or Country Logistics Coordinator in ensuring that all procurements are completed on IMP and all necessary documents are uploaded and properly archived in IMS and in the finance department
• Support the Country Logistics Coordinator in ensuring that all Supplies are registered (INBOUND, OUTBOUND) are completed on IMS and all necessary documents are uploaded and properly archived in the IMS
• Submit purchase requests to the Country Supply Manager for ITB and tenders and/or any other purchase that cannot be made locally
• Facilitate the negotiation with local purchasers and maintain good relationships with suppliers

Stock Management:

• Perform delegated tasks according to his speciality and as specified in his job description
• Ensure that all items are well organized and correctly stored according to their specificity, well protected, fully identified and easily accessible (cleanliness, security, access, etc.)
• Supervise the team under his responsibility including the definition and planning of each person's tasks (daily supervision and checking the quality of their work); draw up working schedule and organize and lead team meetings
• physically and administratively managing non-medical and medical stocks in collaboration with the Country Supply Manager and the stock owners and assuming responsibility for the warehouse and its contents
• Plan and follow on a day-to-day basis the Warehouse and Stock Management activities in the project or capital, ensuring compliance of INTERSOS standards, protocols and procedures.
• Ensure that all necessary tools and management procedures are in place to avoid stock ruptures, losses (expiries, damages due to bad storage conditions, temperature breach) and excess stocks. Regularly check inventory levels (physical counts), keeping inventories up to date and monitoring consumption. Monitor cold chain
• Ensure that data reported in INTERSOS Inventory Management System (IMS) are correctly used and accurate. Is responsible for both digital and physical archive of administrative documents.
• Check, record and arrange the goods received and ensure the availability of a wide range of items for various projects and departments (medical supplies, food, spare parts, tools, equipment, etc.)
• These activities include but are not limited to the following activities:

Facilities and Communications Management:

• Ensure that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and in line with policies and procedures - allowing permanent communication between capital, projects, bases and HQ and proper management of the bases. Guarantees that all staffs in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.)
• Ensure the installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition and in accordance with INTERSOS minimum standards and brand identity manual. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities

Asset Management:

• Oversee regular fixed assets check on a quarterly basis
• Support the CLC/ IT Officer on reporting asset list at the end of project and oversee asset rollover according to defined destination with the Programs department
• Support on the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all base assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures

Transportation Management:

• Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual is applied in the base, fleet is checked, regularly maintained and that vehicles are insured and taxes are paid
• Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by field logistics staffs. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs
• Follow-up on proper monitoring of Generator fuel consumption, Generator logbook, Maintenance log, oil log and develop monthly Generator fuel consumption report by the 3rd of every Month
• Plan vehicles movements, tracking individual trips, and ensuring implementation of security measures

Human Resources Management:

• Supervise casual labourers
• Monitor activities of contractors and team under his responsibility

Applied Security:

• Monitor technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the security policy and guidelines, evacuation plan and contingency plan, monitoring day-to day the application of security rules and reporting to the CLC and Head of Field office any problem that may arise.
• For this purpose, the Base Logistics Officer has to create an appropriate environment to facilitate security exchange of information

Position Requirements
Education & Professional experience:

• Teamwork and cooperation
• Service orientation
• Desirable experience with other NGOs and use of Logistics systems/softwares
• Mission language essential. Local working language desirable
• High level of integrity and understanding of procurement ethics
• Essential Tertiary education and formal technical training.
• Behavioural flexibility
• 3 years’ experience in logistics and/or supply chain
• Technical skills
• Certifications in the domain would be an asset
• Stress management
• Results and quality orientation
• Planning and organisational skills and ability to meet deadlines
• Commitment to INTERSOS principles
• Essential computer literacy (word, excel and internet) and radio equipment user-knowledge

How to Apply
Interested and qualified candidates should:
Click here to apply online

Note

• Interested candidates should complete the form and attach their CV with Cover Letter following this format “Surname_ Position you applied for”.
• ONLY applicants whose competencies meet the requirements of the position will be contacted.
• INTERSOS reserves the right to close the advertisement before the stated closing date if a suitable candidate is identified.
• Please note: Applications will be reviewed on a rolling basis.
• INTERSOS is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply.
• INTERSOS has a PSEA Policy that the successful candidate will be expected to comply with and promote.