Logistics and Admin Officer

Position: Logistics and Admin Officer

Work place:  Mosul with travel requirement 

Duration:   Fixed term contract 6 months full time.

Status:   National position.

Under the supervision of: Logistics Manager
Direct management of: Drivers and a Cleaner
Functional links: Finance Manager, HR Manager, HoSS, Mosul ‎‎(Ninewa) project managers

Salary range: the salary for this position will be 1575 USD under the category D07 of TGH salary scale

OVERALL

The employee engages him/her self to:

• Respect TGH’s Charter and internal regulations
• Respect his/her contract and Job description
• Respect security rules put in place by the field coordinator and the head of mission

This job description will be regularly reviewed. Only a common and joint agreement between the employee and the employer could lead to a modification of it.

 GENERAL OBJECTIVE:

The overall objective of the Log & Admin officer is to ensure that TGH is able to work efficiently in Mosul area and Tikrit office by supporting the Logistics Manager, Coordination office and relative project managers in their activities, by answering their needs in terms of logistic and administrative while respecting internal and donor’s regulations.

RESPONSABILITIES

 Responsibility 1: Supervision of Mosul base Logistics

Responsibility 2: Finance/administration

Responsibility 3: HR supervision

 TASKS

 Responsibility 1: Supervision of Mosul base Logistics, in accordance with the procedures and guidelines defined by TGH

 Task 1 – Supply chain management

• To collect the PSR (Purchase and Service Request) and to update the PSR follow-up
• To inform the different department about the process of their orders
• To elaborate a monthly purchase forecast
• To supervise the procurements (quality/price/procedures)
• To Collect quotations, deal with suppliers, participate to offers comparison and choice
• To follow-up the stock management (storage conditions, stock reports, expiry dates…)
• To monitor the deliveries to the programs
• To provide feedbacks on application of logistics management best practice, systems and procedures, in close collaboration with Erbil coordination base.

Task 2 – Equipment and fleet management

• To supervise the allocation and the use of the equipment
• To ensure installation, maintenance and repairing of the equipment
• To update the base equipment list
• To ensure that accurate records are maintained, that reporting and internal control systems are functioning and that all relevant record are maintained.
• To provide oversight, monitor and train all drivers on TGH rules.
• To assess and update status of corridors of access, route maps, checkpoints/delivery points, as per required by Logistic Manager.

Task 3 – Information Technology supervision

• In charge of the smooth running of IT material and makes sure TGH IT procedures are respected.
• Lease with the Logistics manager regarding the support of IT to the field staff.
• Supervises the safety of computers & data by ensuring that back up and antivirus updates are properly and regularly done according to TGH IT procedures.

Task 4 – Rehabilitation and maintenance of premises

• To monitor the construction, rehabilitation and maintenance of all the structures related to the Ninewa intervention (programs, office, guest-house …)

Task 5 – Logistics Reports

• Send monthly stock report and equipment inventory to the Logistics Manager.
• Report any specific complicated issues to the Logistics Manager.
• Update Supplier lists and prices lists and send them to the Logistics Manager.

Responsibility 2: Finance/administration

• Finance 

Task 1 –  Manage cash request to Erbil coordination base and payments for purchases validated under the supervision of the Finance Manager

Task 2 – Perform proper daily accountancy according to TGH regulations and using appropriate tools, ensure regular cash count as per TGH regulations with the Finance Manager.

Task 3 – Verify that any transaction is supported by proper supporting documentations as per TGH’s financial rules and regulation and proper authorization is obtained prior releasing a payment, as well as verifying all expenses allocations

Task 4 – Perform monthly accounting closure for Mosul and Tikrit base and send it to Finance Manager.

Task 5 –  Prepare and pay area’s employees’ salaries after Hoss/Finance Manager validation by gathering all necessary information for Mosul and Tikrit teams and keeping up to date the Mosul/Tikrit HR Data file, in collaboration with Finance Manager, HR Manager and Project Managers

Task 6 – Field Visits to Tikrit office to facilitate the payments in the base and make sure to do a proper archiving after payments for Mosul and Tikrit.

Responsibility 3: HR supervision

• HR & Admin

Task 1 –  Support in recruitment processes and induction for positions within the area

Task 2 – Ensure that all the required documents for HR files are gathered and transmitted to Erbil base on timely manner.

Task 3 – Support HR Manager, as per needed, in income tax payments, social security payment, new staff induction and following staff contracts, leaves, health insurance, etc…

Task 4 –  Manage the dedicated administrative personnel (cleaner/cook) if any.

The list above is not strictly definitive; an employee working within the framework of these tasks may carry out other tasks if asked to do so by his/her line manager.

Profile

• Bachelor’s Degree in Business Management or any relevant Field
• At least 3 years’ experience in Logistics, IT and Administration, preferably in humanitarian context is required.
• Fluent in English and Arabic. Kurdish is an asset 
• Good skills in Supply Chain Management and Admin Management
• Computer skills (including Excel and Word) 
• Excellent interpersonal and diplomatic skills
• Autonomy, rigor and skills for synthesis
• Good organizational skills
• Adaptation capacities to dynamic context

Only motivated applications that address the stipulated duties and meet the required qualifications with proven strong experience in the field and relevant Diplomas will be considered.

In order to submit your application, you are kindly invited to fill the following google form by clicking on the link below.

click here!

Female Candidates are highly encouraged to apply. please not that TGH will proceed to the pre-selection of candidates on a rolling basis and reserve the right to close the advertisement as soon as a candidate is identified for the position. Therefore, you are kindly invited to submit your application as soon as possible and no later than 20th January 2024. Kindly note that all applications received by email or by paper will not be considered. Only those submitted through the application link will be processed.