Logistics Officer

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Logistics Officer

  • Post Date:April 13, 2021
  • Views 544
0 Applications
  • Career Level Officer
    Qualification Degree
    Experience 1-3 Years
  • Industry Non Governmental
Job Description

Duty Station: Bulawayo

Background

International Medical Corps is a global humanitarian organization saving and rebuilding lives through health care, training and community development. International Medical Corps works alongside International Medical Corps Worldwide, responding to humanitarian emergencies and communities afflicted by conflict, poverty and natural disaster in more than 20 countries around the world.

Job summary

The Logistics Officer under the line management of the Logistics Coordinator will be responsible for supporting the logistics department with day to day tasks, activities and ensuring logistics support for all the country programs in accordance with International Medical Corps Logistics policies and procedures. Fundamental to this role is the ability to motivate the external partners such as vendors and other potential stakeholders. Capacity building and timely submission of reports is highly required for this position.

Essential duties and responsibilities

Logistics:

  • Participates in the implementation of the technical choices, policies and logistical procedures defined by the technical referent, and ensures their proper application as well as the correct use of logistical monitoring tools and documents;
  • Implements the technical aspects of the risk reduction policy for the project, ensures the technical feasibility of the evacuation plan;
  • Participates in the development and/or updating of the safety policy for the Project;
  • Participates in the evaluation of material and human needs necessary for the realization of logistic activities on the Project, in collaboration with the hierarchical and technical referents;
  • Ensures the proper use, monitoring and regular maintenance (in compliance with IMC standards), as well as the safeguarding of all the infrastructures, installations and equipment of the Project, notably through the implementation and monitoring of security measures/rules (theft, fire, etc.);
  • Ensures the upkeep and maintenance of the health infrastructure, logistical and administrative buildings, and the living quarters of the project and the IMC team;
  • Ensures good living conditions for the teams and ensures compliance with defined hygiene measures;
  • Plan warehouses and distribution centers to improve operational efficiency and capacity;
  • Organize transportation activities, including storage of goods, management of accumulated information from point of origin to delivery, orchestrating transportation movements and organizing necessary services;
  • Coordinate and track the movement of goods through logistics channels;
  • Execute the logistics plan to move products and packages to reach destinations on time;
  • Ensure all office equipment is functioning at all times including copiers, printers, scanners, air conditioners, etc., establish and maintain working relationships with appropriate maintenance service providers and ensure all equipment is maintained in accordance with retention agreements and GAP.

Procurement:

  • Organizes the supply system according to local or regional regulations or in direct agreement with the logistics manager, depending on the import facilities for equipment and/or medicines;
  • Carries out local purchases in accordance with the supply rules. Guarantees the quality of the products, the service provided, the timeframe and the competitiveness of the prices (several quotes), in compliance with ethical standards;
  • Ensures the administrative follow-up of internal and external orders); ensures that all documents related to these orders (way-bill, packing-list, etc.) are filed and archived;
  • Ensures the conditions of reception of freight or material arriving by truck, as well as the organization and preparation (including packaging and documentation) of the material to be sent. Keeps applicant and budget holder informed of progress by sharing STP;
  • Participate in the regular update of the project’s approved vendor list as needed; Verify that all items purchased have clear cost effectiveness and transparency in the procurement process;
  • Support programs by ensuring standards of goods and services purchased are met and that background checks and due diligence audits are conducted on all vendors as appropriate.

Stocks:

  • Ensures the storage, packaging and management of stocks (logistical material, stationery and cleaning products), and provides technical support to the medical teams for the pharmacy(ies) and to the administration;
  • Respect the rules of storage relative to the stored products (food, dangerous products,);
  • Ensures the daily follow-up of the movements (consumption), the update of the stock cards;
  • Carries out, according to the frequency defined with the technical referent, a physical inventory of all the stocks, as well as of all the goods of the organization;
  • Regularly assesses the storage areas used in relation to the needs of the Project (volume, security, etc.); suggests to the technical referent possible adaptations (new premises, etc.);
  • Reviews freight rates and other transportation costs to limit operating costs;
  • Maintains quality throughout the logistics processes;
  • Contribute to maintaining a reliable supply of services (water, electricity, security, etc.) to program offices at all times;
  • Contribute to the management of all program assets (including laptops and vehicles) and inventory in the various program offices and residences, ensuring that staff are properly informed of the use of all these items.

Telecommunications:

  • Ensures the adequacy of communication means and needs; proposes a new set up if necessary;
  • Guarantees access to emergency communication means 24 hours a day, 7 days a week;
  • Ensures the proper functioning, use, maintenance and monitoring of communication equipment (HF radio, VHF, computers, printers, scanners, etc.);
  • Ensures that the list of radio and telephone contacts is kept up to date;
  • Ensures that project staff are briefed on the operation and use of communications equipment.

Human Resources:

  • He/she will ensure that the national logistics team is adequately sized to provide daily logistical support to the project during his/her absence;
  • Ensures the logistical, technical, security and communication briefing of the project to all new employees in compliance with the ethical rules and procedures set up by the mission;
  • Ensures the supervision, monitoring and evaluation of the logistics team members under his/her supervision;
  • Propose the management staff of his team to essential and mandatory training; With HR, proposes and organizes training sessions for his/her teams;
  • Ensures that the logistics staff is managed in accordance with IMC rules and procedures and the laws of the country.

Administration:

  • Ensures the technical validation of the rented infrastructures and buildings, as well as the drafting of the security rules related to these areas (authorized visitors, etc.) if necessary;
  • Ensures that all documents related to infrastructure, facilities and equipment are filed and archived in an organized manner.

Information:

  • Maintains a network of contacts in his/her field of expertise (partners, other NGOs, local authorities, suppliers, etc.);
  • Participates in logistical meetings with IMC partners;
  • Organizes regular meetings with his/her teams to share information and problems and find solutions;
  • Communicates daily with the Logistics Coordinators and program staff to ensure a clear understanding of each other’s activities and priorities.

Reporting:

  • Writes, according to the frequencies established on the Mission, the activity reports, and ensures that the statistical data are regularly updated on a monthly basis;
  • Evaluates the quality of the logistical service by filling out the basic form every quarter;
  • Immediately communicates to his/her line manager and/or technical supervisor any information that has or may have an impact on the safety of assets;
  • Immediately report to the line manager any problems that occur on the Project, including damage, loss, attempted break-in or theft.

Qualifications

  • Minimum of Bachelor degree in Logistics/Supply Chain;
  • CILT/ CIPS Level Six or equivalent;
  • Minimum of 2 years experience in logistics or supply chain or IT, experience in NGO is essential;
  • Excellent knowledge of Microsoft Office (Word/Excel/PowerPoint/Outlook/Access);
  • Computer literate and able to provide support to colleagues;
  • General knowledge of electrical, plumbing or computer equipment maintenance;
  • Good organizational skills, autonomy, flexibility, rigor, initiative, ability to work with multidisciplinary and multicultural people, good physical condition;
  • Reactivity, in order to be able to manage unforeseen events and the circulation of products within the allotted time;
  • Diplomacy and interpersonal skills – know how to juggle between different departments and interlocutors;
  • At ease with figures with the role of minimizing costs as much as possible, and saving time.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document.

To apply

To apply for this position please send your CVs and cover letters to: [email protected]

“International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, gender, age, disability or status as a veteran.”

Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review.

Deadline: 20 April 2021