Logistics Officer

A. Procurement

·  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 Tdh Base, implementing partners whenever required.

· 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 Tdh and donor 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.

B. Market survey and analysis

·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.

· 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 Tdh use.

C. Purchase order and contracts

·Responsible on creating Framework agreements, supply or service contracts as the procurement process requires.

· Ensure the accurate and proper information input in the contracts in line with CBA and QRs.

·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.

·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.

D. Payment process

·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.

-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. Team management

·Manage team to ensure teamwork complies with Tdh logistic and procurement policies.

·Train and coach the logistic team to ensure application of logistic procedures of procurement, fleet management, premises, store, and equipment safely maintained and managed.

F. Security

·Act as focal person of Tdh for all access-related issues to the areas of intervention.

·Participate in meetings, build, and maintain a contacts network – NGOs, authorities, and other actors for security, access, and evolution of situation.

·Daily monitoring of the staff movement to the field, security situation in the areas of intervention, document updates (translation as necessary) to the Field Coordinator, Country Security Manager.

·Facilitate check in and check out and security briefing to the visitors, staff members on security regulations in the bases and areas of intervention.

.Take lead and follow-up on authorizations/permissions   to conduct programme activities and ensure access to project sites when needed.

·Support the Security Manager to conduct regular security management, assessment of potential partners, premises and risk assessments to identify safety and security needs in the areas of intervention.

·Proactively keep contact information updated, contact members of this information network to collect information on security to provide advice to the FC and Security Manager.

·Ensure availability, monitoring and tracking of necessary and functional safety and security equipment.

·Support the Field Co and CSM to collect monitoring data, periodic reporting as per the requirement of Tdh. 

G. Reporting

· On Monthly bases update the PSR follow up and share with the line manager, ensure accurate and complete information are incorporated.

·On Monthly bases update the Contracts follow up and share with the line manager, ensure accurate and complete information are incorporated.

·On Monthly bases update the procurement plan for all the grants in the base.

·On Monthly bases update and fill in the supply part for the base log site report.

·For all high amount of procurement, report to and coordinate with the Country Logistics Manager.

H.  Others

·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 Tdh stock management documents.

·Premises maintenance: Maintain the premises in good state of order and cleanliness.

·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.