Procurement and Logistics Admin Assistant

Contract: Permanent, Full Time.

Location: Carronfoot, Thornhill, Scotland (Onsite).

Salary: £25,200 – £26,775 (dependent upon experience).

Reports into: Head of Global Logistics & Supply Chain

About HALO:

Established in Afghanistan in 1988, The HALO Trust is the world’s largest Mine Action organisation. Our mission is to save lives and restore communities threatened by landmines and other explosive hazards including unexploded or abandoned cluster bombs, projectiles, rockets and improvised explosive devices (IEDs). With a staff of 12,500 we are operational in 30 countries around the world.

Since our beginning, HALO has been at the forefront of innovative technological and procedural developments in Mine Action, and we use a wide range of equipment and techniques to find and remove explosive hazards. HALO has been operational in Ukraine since 2016, and since the outbreak of the full-scale invasion in February 2022, it has undergone a significant expansion to meet the increased threat of landmines and unexploded ordnance to keep civilians safe and help return land to productive agricultural use.

About the role:

The Procurement and Logistics Admin Assistant is a member of the HQ-based Global Procurement and Logistics team that provides support and guidance to HALO’s overseas programmes. You will be responsible for working with programmes to assist in the process of international procurement requests in line with HALO’s procurement policy and procedures. Also, you’ll be responsible for the expediting of purchase orders and assisting the team in the timely delivery of goods to programmes and for goods delivered into the UK, this includes working with international freight forwarders to organise and execute programme freight requests in line with the UK’s Export Control regulations and Dangerous Goods rules.

You will be part of a small HQ-based team and will be expected to work autonomously at times. There may be a requirement to visit programmes on an irregular basis as part of the role, which will be determined by the Head of the Department in consultation with the programmes.

Responsibilities

• Liaise with HALO programmes globally to assist in international procurement requests and international freight movements in line with HALO’s standard operating procedures.
• Work with suppliers in the UK and overseas to source quotes, process purchase orders and assist in overseeing deliveries direct to HALO programmes and UK warehouse.
• Build and maintain a positive relationship with suppliers to ensure goods and services are provided in timely and efficient manner.
• Use IT systems to ensure purchase orders are efficiently processed and tracked.
• Work closely with fellow UK-based employees to provide full support on any logistics/procurement needs they may have in relation to office support, events etc.
• Assist with the management of ISO 9001 requirements.
• Any other duty as required by your line manager commensurate with the post.

• Excellent communication, verbal and written skills.
• Experience of working effectively as part of a team.
• Ability to manage workload with competing priorities and frequent interruptions that require urgent attention.
• Competent using Microsoft Excel and Word.
• Ability to summarise and present information in a relevant way to different audiences.
• Willingness to undertake further training as required for professional development.

Desirable

• Experience of working in an admin role previously.
• Strong IT skills, particularly in the production of spreadsheets.

All HALO staff are expected to undertake the following general duties:

• Work within the framework of HALO’s core values, promoting its ethos and mission statement.
• Work towards achieving programme and/or group business plan objectives.
• Ensure familiarity with and adhere to all HALO policies and procedures and keep informed of HALO activities.
• Travel overseas when required.
• To discharge duties and responsibilities under HALO’s Health and Safety Procedures which may include Risk and COSHH Assessments and participation in evacuation procedures as necessary.

• Annual Leave: 25 days plus 8 statutory holidays
• Non-contributory life assurance
• Private healthcare
• Pension contributions matched by HALO up to 5%
• Emergency medical insurance when travelling overseas
• Continual improvement training

To apply for this role, please submit your CV and supporting statement (no more than 2 pages) detailing why you are suitable for this role, before the closing date for applications which is 6th September 2024.

If there is a sufficient calibre of applicants, we reserve the right to close the role earlier than the date noted.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and wellbeing of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this.