Logistics Officer in Geneva, Switzerland

Background on IMPACT

IMPACT Initiatives is a humanitarian NGO, based in Geneva, Switzerland. The organisation manages several initiatives, including the REACH Initiative. The IMPACT team comprises specialists in data collection, management and analysis and GIS.  IMPACT was launched at the initiative of ACTED, an international NGO whose headquarter is based in Paris and is present in thirty countries. The two organizations have a strong complementarity formalized in a global partnership, enabling IMPACT to benefit from ACTED’s operational support on its fields of intervention.

The Logistics Officer will work under the supervision of the PIPD Director and the Senior Logistics Officer, and with the Logistics intern.

Depending on the focus area of the successful candidate, they will be responsible of tasks in the two following areas: 1. Procurement, and 2. Asset/IT support/Office Management. The successful candidate will be qualified to cover for both areas as needed.

Functions

Working in a team composed of a Senior Logistics Officer and a Logistics intern, and under management from PIPD Director, the main responsibilities of the Officer will be the in one of the two following areas:

1. Procurement

1.1. Processes

·        Ensure all procurements are implemented in alignment with IMPACT’s procedures and processes (Code of Conduct and related policies, as well as relevant manuals)

·        Maintain knowledge, understanding and follow-up of relevant donor requirements and policies in relation to procurement

·        Review and validation of Project specific procurement plans (PP) for newly signed / amended country specific projects and lead on the development procurement plans for global/Geneva based projects, in liaison with relevant focal points.

·        Maintain and use the procurement follow up table

·        Maintain and use the IMPACT suppliers database

·        Maintain and use the Contract Follow up table

·        Contribute and support regular updates and upgrades of procurement processes, specifically in relation to the use of the IMPACT Supplier’s database, consultancies .

·        Liaise with relevant teams to address any procurement related request, specifically from finance team, as well as audit and transparency team in relation to audit requests

·        Support and follow up on contractual relationship with IMPACT’s partner UNOSAT, as well as other implementing partners / consultants when contracted through a procurement process.

1.2.  Procurement – Purchases

·        Responsible for all related procurement for IMPACT, in full compliance with IMPACT’s logistics manual including procurement processes. This includes specifically procurement of laptops for newly recruits/internal mobility in a timely manner.

·        Based on Project specific procurement plans, anticipate upcoming needs and procurements.

·        Review and analyse potential suppliers’ questionnaires, before integration into the IMPACT Supplier’s database, including screening.

·        Responsible for consolidating all procurement folders from the stage of order forms, quotation requests, purchase orders, invoices follow-up, etc, as well as formal contracts and tender procedures where applicable

·        Ensure use and archiving of proper documentation for each purchase, as per internal and external requirements and support any related audit request

·        Manage, review and validate all supplier invoices (excluding travel agent and Geneva office / IT supplier) and follow up on payments with relevant internal counterparts.

2.      Asset management/Office Management

2.1.  Asset management

·        Maintain and update in a timely manner IMPACT’s consolidated global asset follow up list, in close connections with country focal points.

·        Ensure all IMPACT assets are properly labelled and registered onto the global asset FU list and reported into the country specific lists and ensure the list is up to date by keeping track of asset movements and condition.

·        Organise and ensure asset management of all IMPACT assets with country and global teams,

·        Maintain knowledge, understanding and follow-up of relevant donor requirements and policies in relation to asset management (as well as other elements e.g. stock where relevant).

·        Support the preparation of any logistics/assets related declarations and/or reports as per donor requirements

·        Maintain a regular update on Geneva office assets, furniture and equipment.

2.2.  Liaison with IT management , in close alignment with staff mobility and deployment:

·        Ensure IT devices are set up in a timely manner and in line with IMPACT IT/IS SoPs including with relevant required software, by liaising with the IT team.

·        Maintain the license follow up database and reassign in liaison with IT focal point and finance team.

·        Support the definition of a software utilisation policy

2.3.  Geneva office management

·        Lead day-to-day communications with service providers (building management, insurance, telephone, office supplies, and internet providers, etc.). This also involves the systematic review of related invoices (mobile phone company invoice, printer invoice) and reassess ongoing supplier contracts on a regular basis.

·        Welcome visitors, answer phone queries.

·        Coordinate logistics support for organising events, trainings or meetings.

·        Ensure the shipment of relevant items to country missions or staff.

·        If relevant, support the implementation of COVID-19 related restrictions, and ensure office adaptations (procurement of specific supplies, office rota, and communication sign posts) and proactively lead the related office arrangements.

REQUIREMENTS

·        Studies in Logistics / Procurement / Administration or equivalent (Bachelor/Master)

·        At least 2 years work experience in similar work environment or field of activity

·        Fluent in English and good level of French an asset;

·        Capacity to work independently, meet tight deadlines and under pressure;

·        Good capacity to learn and apply procedures;

·        Organized person, with attention to detail and rigor;

·        Interest and experience in the humanitarian field a plus

·        Knowledge of institutional donors guidelines and requirements a plus;

·        Proficiency in MS Word, Outlook, Teams and Excel

Compensation and benefits

·       For this position, gross salary between 5’070 CHF and 5’350 CHF monthly (before income tax). NB – IMPACT salaries are strictly determined by our salary grid depending on the grade of the position and the level of education and experience of staff. A contribution to medical insurance of 450 CHF per month is already included in the salary figure.

·       Insurance covering professional and non-professional accidents throughout the period of employment with IMPACT

·       Health insurance, life insurance and repatriation assistance in case of field visits/temporary deployments

·       Applicants must hold a valid work permit for Switzerland or be EU/EFTA citizens

·       Up to 40% of remote work on a weekly basis