Position : Logistic Officer
Duty Station : Anbar / Ramadi
Function prerequisites:
The Logistics Officer is part of the project support team and logistics department under direct line management of the Senior Logistics Officer and technical supervision of the Logistics Manager. The position requires:
- Good knowledge of logistics and procurement procedures.
- Good cooperating ability, both with national and international personnel.
- Good written and spoken Arabic and English.
- Familiarity with commonly used computerized software, at minimum Microsoft Office.
- Communicative, mature and responsible with attention to detail.
General Responsibilities:
The Logistics Officer supports procurement, vehicle fleet, asset and warehouse management across the areas of responsibility as per duty station – and oversight thereof. This includes direct line management and technical supervision of Logistic Assistant(s). The LO is thereby directly responsible for capacity building, day-to-day management such as leave and performance, among others – under guidance and supervision of the Senior Logistic Officer (SLO) and, as relevant the Project Manager. The LO may be delegated tasks and responsibilities of the SLO in their absence or otherwise.
Responsibilities:
- Oversee and follow-up procurement management for raised requests in accordance with NPA and donor policies and procedures, in a transparent, accountable, efficient and cost-effective manner.
- Oversee and follow-up asset and inventory/stores management, ensuring regular and accessible preparation and updating of inventory reports such stock level, stock transactions, and stock reconciliation, fixed assets lists.
- Oversee, support and follow-up the Fleet Assistant, in close coordination with the Fleet Officer, in correct implementation and updating of the fleet management system, including – ensuring regular servicing and follow up of vehicles, vehicle equipment (tools, commodities, etc.) are complete and serviceable; usage of fuel is correctly supervised, and logged and recorded.
- Ensure validity and accuracy of supporting documentation of contracts and payments, in line with logistics and finance guidelines, and their filing in accordance with set systems.
- Conduct regular market assessments, to ensure full knowledge of the availability and price of local items and report on findings accordingly to SLO, PjM, DPM and LM.
- Maintain accurate filing systems, in line with SLO/LM developed systems, with documented and supporting records of action for all logistical activities for audit purposes, including hard copy and on Agresso.
- Support efficient and transparent planning and management of all logistic activities and functions, ensuring proactive communication.
- Support the SLO in conducting regular and random spot checks of physical stores and documentation, and ad hoc market visits.
- Support the SLO in compiling reports, such as procurement, asset, stores, and fuel through thorough and consistent documentation of all relevant information.
- Proactively share information on team, departmental, organisational or governmental developments and challenges with the SLO or other supervisory colleagues in SLO absence.
- Under guidance and supervision of the SLO, ensure fair and efficient management of Logistics Assistants, including performance evaluations, leave management – including gap-filling, maintaining an open and professional team environment.
- Under guidance and supervision of the SLO, support capacity building of Logistics Assistants.
- Any other task relevant to the department and role as requested by the SLO, PjM, DPM and LM.
Guiding Policies, Documents, and Principles
- Adhere to all NPA policies, regulations and procedures; including those specific to the department including, but not limited to; NPA Accounting Principles, NPA global and Iraq MAD Finance handbooks, donor guidelines, NPA Iraq HR Policy and logistics/procurement guidelines.
- Work within the framework of NPA core values.
- Act as an ambassador for NPA, through professionalism and conduct. This includes, as relevant, representing the organization in a loyal and responsible manner.
- Follow all verbal and/or written instructions, unless in direct violation of safety and duty of care.
- Maintain and care for all equipment issued by NPA and for any loss or damage, being liable for repair or replacement in case of damage resulting from negligence.
- Ensure a safe workplace and protect all staff and equipment from damage/ injury.