Logistic Officer – Baghdad

Job description

Overall purpose

Ensure the efficient management of his /her logistics at base level. His/her role is to organize an efficient support logistics, He/she contributes to the implementation of good practices, tools and
procedures to carry out activities properly.

Responsibilities and scope of duties

The logistics officer will be responsible for managing the different functions of the logistics department including but not limited to Procurement, Supply, premises, fleet, asset, communication and reporting.

Specific goals and related activities

Task one: Procurement management at base level.

Mission 1: Manage orders & supplies

Ø  Process purchases according to PUI procedures and the threshold of the base.

Ø  Carry out requests for quotations for the procurements done at base level.

Ø  Prepare the necessary documents for purchases and delivery.

Ø  Purchase ordered items in accordance with PUI logistics procedures.

Ø  Obtain the necessary validations for the procurement files

Ø  Organize and monitor delivery.

Ø  Ensure proper receipt with the program team or applicants.

Ø  Soliciting pre-order and pre-delivery enquiries for all technical requirements to ensure compliance of ordered items.

Ø  Maintain the archiving of procurement files in accordance with PUI procedures.

Ø  Report any problems related to the supply to his/ her line manager

Mission 2: Manage supplier data and relationship.

Ø  Ensuring constructive commercial relations with suppliers at base level.

Ø  Prospecting / searching for potential new suppliers at base level.

Ø  Update the price list;

Ø  Update the supplier list on a monthly basis;

Mission 3: Follow up the payment of suppliers

Ø  Check and validate invoices in accordance with documentation, physical receipt and PUI procedures;

Ø  When necessary, making payments to suppliers for direct purchases after requesting an advance from the finance department.

Ø  Follow the payment of suppliers with the finance department for larger expenses (transfer, cheque)

Mission 4: Manage stock and shipments

Ø  Identify incoming and outgoing material and check quality and quantities.

Ø  Carrying out a monthly inventory and completing an inventory report.

Ø  Keeping stock records up to date.

Ø  Draft the various shipping documents when required.

Task Two: Premises Management

Mission 1: To ensure the maintenance and rehabilitation of PUI buildings

Ø  Manage the premises contracts and payment and make sure its up to date

Ø  Support on the process of opening or closing new bases as long as on the process of reallocation of any PUI premises at base level.

Ø  Supervise the renovation and maintenance of the buildings necessary for the operation of the base (offices, guesthouse, etc.);

Ø  Managing the general maintenance and services of the offices, and guesthouses: lighting, cleaning, electrical system, air conditioning, plumbing, hygiene, drinking water supply, carpentry, welding, etc;

Ø  Supervise small-scale construction / rehabilitation projects and control the quality of the work done by service providers;

Ø  Ensure that the permises Utilities are well managed and the cost if paid on time.

Ø  Report any problems related to the building to his/ her line manager

Ø  Ensure that the premises are equipped with all the necessary equipment’s (fire extinguisher, first aid kit, cameras, etc.. ) to ensure a good level of security for the premises..

Task 3: Fleet Management (vehicles and generators)

Mission One: ensure the well use and management of PUI’s vehicles at base level

Ø  Plan the movement of vehicles from the base ;

Ø  Allocate appropriate vehicles according to the established schedule;

Ø  Ensure the validation of the weekly transportation plan by the security focal points.

Ø  Inform all departments of the daily schedule and arbitrate travel;

Ø  Coordinate the inter-base travel schedule, distribute it and monitor vehicle movements;

Ø  Check that vehicles are adequately equipped for their use (first aid kits, jack, spare wheel, etc.);

Ø  Follow up on the maintenance of the base’s vehicles

Ø  Supervise the maintenance of the base’s vehicle fleet;

Ø  Ensure that the drivers are conducting the regular safety check for the vehicle

Ø  Ensure the availability of all the necessary documentation inside the vehicle (log book, DGO letter, etc…)

Ø  Manage the stock of spare parts, consumables fuel and their consumption.

Mission Two: ensure the well use and management of PUI’s generator

Ø  Ensure that the generator are well functioning

Ø  Follow up on the generator maintenance plan and ensure that the maintenance is taking place on time.

Ø  Ensure impending the good practices of the generator use in link with the energy load and the need.

Ø  Ensure the good tracking for the fuel consumption.

Task 3 : Asset Management

Ø  Check the labelling of equipment and inventory (vehicles, generators, ICT equipment’s, furniture  etc.) according to the PUI procedure

Ø  Carrying out a monthly inventory and updating the equipment list;

Ø  Organize any donations / retraining in line with standards at the end of the contract.

Task 4 : Manage the telecommunications resources (internet, radio, satellite and local)

Ø  Ensure the operation and monitoring of communications resources on the mission;

Ø  Carry out regular tests on the use of these resources;

Ø  Monitor local telecommunications suppliers (Internet, fixed and mobile telephony, etc.) and rationalize associated costs;

Ø  Keeping a technological watch on Internet connections and telecommunications resources.

Task 4 : Reporting and archiving

Ø  Ensure the update of the reporting tools regularly (Purchase and contract follow up, fleet follow up equipment’s follow up, premises follow up, Sat phone credit follow up, stock report follow up)

Ø  Ensure sharing the logistics treasury forecast with the finance on time.

Ø  Ensure updating and sharing the base logistics monthly report on time.

Ensure the availability of all the documents for the different tasks mentioned above in the relative archiving locations