Logistic Officer

About :

Shakoufyan Organization Development and Culture Was Founded 2016

Humanitarian, developmental and cultural non-profit organization, The organization aiming to empower local and civilly post-conflict societies, develop them, promote social and cultural awareness, achieve social justice, equality and peacebuilding in the steps of sustainable development.

Logistic tor Job description:

Overall job purposes

Logistic officer, under the supervision of project Coordinator is responsible for office supply chain, logistics and security in Anbar Governorates

Main responsibilities:

• Draft, update, and follow-up the procurement plan for the bases and purchase requests for the offices and implementing partner organizations.
• Check all purchase requests received from the program departments before the validation of other signatories.
• Support the project team with product price evaluation before input in the PSR.
• Support the procurements requested from any other sodac Base .   

A. Procurement

• Update the PSR follow up on weekly bases and share with the project team and Logistics manager to update them with PSR/s progress.
• Ensure the implementation of sodac procurement process.
• Prepare and maintain all procurement files of the bases chronologically and in organized manner.
• Ensure that all required documents are appropriately filled, signed, and placed in each purchase file as per archiving SOPs.
• Periodic scanning of all closed purchase files for archiving.
• While strictly following procurement procedures, complete each procurement activity ensuring the reception of supplies by the requester at his/her required destination.
• Ensure that all request received are complete and have due validation before conducting market survey.
• Register every purchase request in purchase follow up as soon as it arrives at your desk.

 B. Market survey

• Prepare quotation requests/ call for quotations and conduct market survey.
• Based on the survey, draft comparative bid analysis for cost, delivery terms, payment terms and conditions and other associate conditions including sample analysis where applicable, essential for the selection of right supplier(s).
• After the validation of draft by the line manager, having it approved as per applied procurement procedures, make sure to sign framework agreements with suppliers for the main markets that sodac use.
• Responsible on creating Framework agreements, supply or service contracts as the procurement process requires.
• Prepare purchase order and draft contracts for the selected supplier.
• Get POs and contracts validated as per procedure and get respective documents signed by the supplier.

C. Purchase order and contracts:

• Follow up on placed order to ensure that quality and delivery time is respected by the supplier
• Coordinate with relevant staff, transporter, and supplier for timely delivery of supplies at requested destination
• In case of questions on quality or quantity or other terms defined in the PO/contract by the supplier, inform line manager and communicate with supplier for appropriate solution.
• Ensure proper archiving for all the procurement files, hard and electronic copy, on share Point.
• After successful delivery confirmed by the proof of delivery/goods reception at destination being focal person of supply, process the invoices for the payment while ensuring that:
• -Purchase file is fully complete and contains as required documents as per procurement procedure.

D. Payment process

• Invoiced amount is corresponding to the purchase order/contract value and terms.
• -Ensure the validated invoice with required supporting documents submitted to finance.
• -Follow up on the payment till the payment is done.  

E. Reporting

• Fleet management: Ensure set up and coordination of fleet need, allocation, and monitoring.
• Stock and store management – Record accurately the IN/OUT movements of stocks for each item and compile it in sodac stock management documents.
• Premises maintenance: Maintain the premises in good state of order and cleanliness.

G.Other

• Equipment management: Anticipate the need and ensure availability in good condition of equipment and machines for the use of team.
• Accepts new responsibilities as and when those are assigned by the line manager/s.
• Support project coordination in completed security approval and facilitated movement in target area

How to apply:

Interested candidates are invited to submit their applications via this link before 3-may-2024

https://docs.google.com/forms/d/1b2uVpH-bTi-rKP9_ft0c0JUleVx5HwgleanWMUEEokM/viewform?ts=662ff93e&edit_requested=true

  Hint: Given time constraints, admission will be prioritized based on priority for advancement.