Base Logistics Officer – Palawan (Filipino Nationals Only)

Duration : 12 months (with possibility of an extension)
Start date : 25-Jul-2024

You’ll contribute to ending world hunger by …

Ensure coordination between Logistics and the other departments in the Base, in order to provide the adequate level of support to Action Against Hunger operations in its area of responsibility.

Key activities in your role will include

Objective 1: Supply Chain Management

• Collect the PRs and update the procurement follow-up.
• Coordinate with the Head of Project for a monthly purchase forecast (supply, work, service)
• Supervise the procurements quality/price/procedures)
• Do quotation/s according to purchase procedure.
• Get necessary validation according to signature authorization form before purchase occurs.
• Inform related department about the update of their PRs
• Monitor the deliveries to the partners/programmes.
• Ensure an update of the catalogue (price list) monthly.
• Follow-up the stock management procedure (storage conditions, stock reports, expiry dates… ) according to the latest kitlog Kitlog.
• Follow-up the clearance process for the items arriving by national and international freight.

Objective 2: Equipment Management

• Ensure that premises facilities, fixtures, assets and equipment are in good running condition.
• Supervise the allocation and the use of the equipment and assets.
• Ensure timely installation, maintenance and repairing of the equipment.
• Timely Update the equipment list and inventory list.
• Implement the standard Action Against Hunger lCT (information and communication technology) kit for the computer technology available in the office and close follow up its procedures.
• Follow procedure for the transfer and repair of equipment according to equipment procedure of kitlog.
• Conduct a regular quarterly check-in & physical inventory of assets and equipment.
• Report immediately any loss and serious damages to the equipment.

Objective 3: Fleet Management

• Collect necessary information weekly through movement plan form and update daily to assess the transportation needs and organization of the fleet movement through proper communication.
• Reports to the Logistics Coordinator in case of major shortage of vehicles and seek for instruction for the usage of taxi or temporal rental vehicles.
• Prepares the movement planning weekly through form collection and compilation in computer and daily update on whiteboard and computer file
• Ensure safe preparation, loading and unloading of vehicles and materials
• Assist in management of cargo dispatch
• Serve as a Driver for Action Against Hunger upon request by the Logistics Coordinator by following Action Against Hunger security procedure for driving vehicles

Objective 4: Reporting and security

• Elaboration & transmission to the Head of Project and Logistics Coordinator of the Monthly Logistics Report (MLR) according to the kitlog 3.8 and instructions embedded in format of the report for:
  • Narrative of the month
  • Supply chain and orders follow-up
  • Storage and Stock report
  • Vehicle Fleet management and motor costs report
  • Equipment management and inventory
  • Human Resources – Trainings
  • External reporting – Logistics donor reports / proposal
  • lCT
  • Security management and written incident and/or accident report
• Ensure timely submission of donors’ logistics reports.
• Report immediately any incident and accident to the Head of Project and Logistics Coordinator using the accident and incident report format.
• Report any shortage, variances, and irregularities from standards to the Head of Project and Logistics Coordinator.
• Adhere to the Mission Reporting system and submit on time the reports requested to respect the security rules of Action Against Hunger and coordinate with the Head of Project and Logistics Coordinator for any security issues relating to work

Objective 5: Archiving

• Follow the archiving procedure of the kitlog for only 3 mandates of Logistics department regarding hard copies of documents.
  • The supply chain
  • The transportation & vehicles
  • The equipment management
  • Supervise and review regularly the accuracy and completeness of all necessary support document for the each archiving sector above and as well of elaboration of archiving for the additional following chapters:
    • Reporting
    • HR
    • Others, if needed
• Make sure there is high transparency in all aspects (procedures, approvals and practices from start point till end point) in archived documents and fully participate to any conduct of audit.
• Organize a transparent and categorized method of Logistic electronic file database on computer system technology and making regular back-up

Do you meet the profile required criteria?

• Bachelor’s degree in Logistics, Supply Chain Management, or any related field
• Knowledge of procedures on procurement, warehousing, supply chain
• At least 2 years professional experience in similar jobs and responsibilities involving middle management positions and preferably experience working with an international non-government organization.
• English and Filipino required. Knowledge in speaking Bisaya and Maranao is an advantage.
• Has experience working in an emergency response (conflict setting desirable).
• IT systems:
  • MS Office very strong command.
  • Intermediate level computer skills (Windows environment and Office package).
  • Communications Advanced level of Excel.
• Mobility, readiness to move to the field urgently in case of need, physical and psychological stamina.
• Valuable prior experience in issues related to the promotion of gender equality and child rights or personal commitment to gender equality and child rights.

Our remuneration package:

• Compensation based on Action Against Hunger salary grid and candidate’s previous experience
• Benefits: Health insurance, accident and life insurance, leave entitlements, government-mandated benefits
• Project-based employment