Logistics Officer

Organization: Right To Play Palestine

Department/Division: Logistics

Reports to: Country Director

Work Location: Ramallah, Palestine

Authorized to work in: Palestine (Eligible to work legally without visa or work permit sponsorship)

Target Hiring Salary: ILS 10,795 per month (before taxes)

Target Start Date: As soon as possible

Position Type: Core position

Contract Duration: 1 year contract with possibility of renewal based on performance and availability of funding

Application Closing Date: January 5, 2025 23:59 EET – Please note that applications will be reviewed

on a rolling basis, you are encouraged to apply as soon as possible.

ABOUT US:

We reach millions of children each year in some of the most difficult places on earth, helping them to stay in school and learn, overcome prejudice, heal from trauma, and develop the skills they need to thrive. We do this by harnessing play, one of the most fundamental forces in a child’s life, to teach children the critical skills they need to dismantle barriers and embrace opportunities, in learning and in life.

Established in 2000, Right To Play reaches children through experiential programming in 14 countries in Africa, Asia, the Middle East, and North America. These programs are supported by our global offices in Toronto, Canada; London, UK and seven national offices across Europe and North America.

OUR CULTURE:

• Accept Everyone – Be intentional about inclusion
• Make Things Happen – Seek opportunities to lead and innovate
• Display Courage – Act with integrity
• Demonstrate Care – Look after yourself and one another
• Be Playful – Have fun at work

Please visit our website to learn more about who we are and what we do, and watch this video to find out about the five pillars of our Culture Code.

ROLE SUMMARY:

Reporting directly to the Country Director (CD), you will be responsible for providing logistic support and overseeing the overall logistic processes in support of the objectives of the organization. You will be responsible for the planning, oversight, management and coordination of logistics support operations to ensure smooth accomplishment of projects.

You will also manage the Stores, Fixed Assets, support administration, fleet management and oversee execution of rehabilitation projects. You will work closely with the CD, Program Manager, Finance Manager/ Officer and Project Officers as required.

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WHAT YOU’LL DO:

#1: Logistics and Supply Chain Management (60% of Time):

• Coordinates with all units for timely program implementation.
• Ensures compliance with procurement procedures as per the Field Finance Manual, Procurement Manual and donor requirements.
• Works closely with Project Officers to provide coaching and training to partners on procurement processes and compliance with Right To Play (RTP) and donor standards.
• Collaborates with partners to oversee their supply activities, ensuring alignment with project goals and procurement standards.
• Provide support to the finance and program team in Monthly/Quarterly partner expense verification.
• Identifies what goods/equipment needs to be replenished, purchased and/or dispersed.
• Follows up with vendors e.g. delivery schedules of goods and other procurement related concerns. This includes coordinating with the vendors/service providers for the delivery and transportation of the goods for the program.
• Maintains a file or record of suppliers through the Supplier Database, ensuring that they are compliant with Child Safeguarding and Fraud Policies of RTP
• Ensures suppliers are vetted properly when required.
• Works closely with your team and vendors to obtain needed materials with particular attention to cost control, quality and timely delivery.
• Handles contract management in regards to renewal, payment etc.
• Schedules and prepares for meetings of the Procurement committee to make purchase decisions.
• Liaises with relevant government ministries, customs authorities and other departments for the clearing of imported goods.
• Ensures proper documentation of all Supply Chain processes.
• In coordination with the Program Team and CD, you will be responsible for creating and maintaining the procurement plans for all the projects and Country Office.
• Oversees fleet concerns that includes the daily movement of the program and support staff, mobilization of program supplies for distribution and for trainings/workshops in compliance with RTP and donors’ requirements.
• Responsible for the submission of the monthly Fleet Analysis.
• Accountable for keeping track of all supplies received and dispatched through the Warehouse Tracker and for keeping documentation for these movements intact.
• Supervises, monitors the detailed recording of all warehouse and stock movement activities consistent with RTP procedures requiring complete accuracy and timely delivery.
• Ensures proper warehouse management. This includes storage space, condition, and the actual storage of stock.
• Prepares appropriate forms for procurement and designation of project and maintenance materials ensuring approval by the appropriate RTP staff, in consultation with the Finance Manager/ Officer.
• Ensures maximum availability and implementation of controls and monitoring mechanisms for all logistics assets such as vehicles, generators, computers and all other technical items to maximize efficiency and ensure regular maintenance.
• Responsible for overseeing and monitoring asset management and updating asset list as required.
• Ensures appropriate management of telecommunications systems; follows up with IT service provider for maintenance of office computers, Mobile Companies and others.
• Provides updates on all logistical activities to the CD on a regular basis.
• Maintains familiarity with relevant logistics compliance issues as required by policies of RTP, donors and legal statues in order to ensure compliance.
• Facilitates and oversees all logistics services such as travel arrangement, booking and ticketing, visa applications, vaccinations, hotel and taxi booking.
• Oversee the RTP residence/ office to ensure a safe, productive and comfortable work/living environment for staff members.
• Follows up on leases for all RTP Offices.
• Oversees all office building and provision of utilities, highlights facilities and maintenance needs and coordinates with service providers.
• Adheres to the organization’s financial, behavior, and ethics policies.
• Supports in events management by conducting market research, sites visits and negotiations for space contract and agreements on food and beverage, ordering event supplies and audio-visual equipment and keeps track of event finances including checks requests, invoices and reports.

#2: Administration (20% of Time):

• Responsible for safekeeping the hard copies and soft copies of the procurement documents/ forms, asset management forms, fleet management forms, warehousing documents/ forms, distribution reports, and other relevant documents relating to supply chain and makes sure these documents are readily available and completed accurately.
• Ensures appropriate filling purchase orders to ensure accurate tracking and documentation for audit purposes.
• Ensures appropriate logistics filling systems to include all equipment, manuals, maintenance schedules are in place and well documented.
• Follows up on all procurement orders originating from the field, utilizing tracking sheet in order to be informed of the status of field site procurement requests.
• Manages all in country staff transport, ensuring coordination with colleagues, partners and transport contractors as necessary.
• Participates in regular progress meeting with staff and follow up with the action points agreed.
• Participates in projects planning in collaboration with relevant staff.

#3: Safety and Security (10% of Time):

• Manages RTP Security Staff and improve professionalism of the security team as necessary.
• Ensures strict safety protocols are being carried out for all RTP activities including but not limited to, transportation (e.g. Motorbike and vehicle policy) and off-site activities.
• Participates in the ongoing monitoring of the security situation and implementation of security measures according to RTP security guidelines as concerning situation emerges.
• Attends all in country I/NGOs security meetings.
• If necessary, manages the evacuation of field-based teams in collaboration with the CD.

#4: Team Management (5% of Time):

• Improves the professional capacity of the country- based staff by providing regular trainings of relevant logistics topics.
• Communicates frequently and appropriately with colleagues, including those who reports directly to you and works closely with.
• Carries out the performance appraisal of the direct reporting team.

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#5: Other Tasks as Assigned (5% of Time)

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WHAT YOU’LL BRING (ESSENTIAL):

EDUCATION/TRAINING/CERTIFICATION:

• Bachelor’s degree in management, logistics, administration or related discipline
• Holds a valid driving license and is actively practicing driving

EXPERIENCE:

• 3 years’ experience in logistics and/or procurement in national or international NGO/ UN Agency

COMPETENCIES/PERSONAL ATTRIBUTES:

• Excellent interpersonal and communication skills both written and verbal
• Ability to work independently
• Ability to work well under tight deadline and under pressure
• Integrity and details focused
• Excellent research and negotiation skills
• Ability to manage a team and provide feedback

KNOWLEDGE/SKILLS:

• Proficiency in use of Microsoft applications, including Excel and Word
• Understanding of quality control processes
• Ability to use automated procurement systems
• Understanding of fleet management
• Skilled in record keeping and documentation
• Good Experience in Security and Safety Management

LANGUAGES:

• Fluency in spoken and written English and local language(s)

BONUS IF YOU’LL BRING (NOT ESSENTIAL):

• Previous experience with an I/NGO
• Experience in emergency or humanitarian logistics, particularly in challenging operational contexts
• Certifications in Supply Chain Management or project management
• Degree in Project Management

WHAT YOU’LL GET:

The opportunity to collaborate with an innovative global team who are passionate about working with children and youth. You will gain experience working for a globally recognized organization with a healthy culture premised on our Culture Code (accept everyone, make things happen, display courage, demonstrate care and be playful). You will be immersed in an environment where learning and development is encouraged and valued, and “play” is appreciated as a core avenue to building community.

• 20 days annual leave
• 3 personal days per year
• 5 personal learning and development (L&D) days per year
• Maternity/paternity/parental leave top up and support
• Annual learning week
• Annual staff recognition awards
• Opportunity to connect with employees across our offices (e.g. Facebook Workplace)
• Opportunity to engage in global projects and initiatives
• Wellness programs
• Playful activities and events