Job Description

Field Logistics and Supply Officer

Main Purpose

Carry out or supervise all logistics, supply, and ITC activities in the base and associated projects according to INTERSOS standards and protocols to have the material, infrastructure, and vehicles in optimal running conditions.
Plan, oversight, and manage logistics and supply support operations to ensure smooth accomplishment of base/project activities.

Reporting to: 
Hierarchical: Logistics Manager
Functional: Logistics Manager

Tasks

Logistics Information Management

• Input Logistics Data in INTERSOS Logistics software (Intersos Management Platform - IMP) in an accurately and timely manner. Provide training to base staff if required and support the implementation of INTERSOS Logistics software in the mission

Supply Chain Management and Procurement

• Plan, coordinate, and supervise the supply activities of the base and define the level of priority. Implement the adequate tools and procedures
• Carry out local purchases (RFQ and Direct Purchase) for goods and services in respect of INTERSOS and donor requirements and ensure that the line manager is aware of any problems linked to the quality or availability of the items to be purchased
• Follow up on the payments of all suppliers and collect all the necessary supporting documents from them i.e. receipts and delivery notes. Ensure before any payment is made all originals are in the coordination office
• Support the Supply Manager or Logistics Coordinator/Manager in ensuring that all procurements are completed on IMP and all necessary documents are uploaded and properly archived in the finance department
• In collaboration with the Logistics Coordinator/Supply Manager and the PM Is responsible for the effective usage of the IMS and accounting of inventories
• Follow the defined Procurement Plan and coordinate the local purchases with project staff
• Submit purchase requests to the Supply Manager for ITB and tenders and/or any other purchase that cannot be made locally
• Facilitate the negotiation with local purchasers and maintain good relationships with suppliers
• Run market assessments and update the pre-qualified supplier's lists
• Update all the supplier files and ensure all documentation related to the supplier has been fully updated on the IMP
• Collaborate for the preparation of the monthly logistics report 

Facilities and Communications Management

• Ensure the installation and maintenance of functional office space(s) and guesthouse facilities with adequate living conditions and in accordance with INTERSOS minimum standards and brand identity manual. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities
• Ensure that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and are in line with policies and procedures - allowing permanent communication between capital, projects, bases, and HQ and proper management of the bases. Guarantees that all staffs in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.)

Asset Management

• Support on the purchase, use, and maintenance of IT assets, office and project equipment, and communication tools, while ensuring that all base assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged, and logged according to asset management policies and procedures
• Support the CLC/CLM on reporting asset list at the end of the project and oversee asset rollover according to the defined destination with the Programs department
• Oversee regular fixed assets check quarterly

Transportation Management

• Ensure that INTERSOS Fleet Management model, movement security protocols, and Brand Identity Manual are applied in the base, the fleet is checked, and regularly maintained, and that vehicles are insured and taxes are paid
• Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log, and other fleet formats and templates by field logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staff
• Plan vehicles movements, track individual trips, and ensure implementation of security measures

Human Resources Management 

• Monitor activities of contractors and team under his responsibility

Applied Security

• Monitor technical aspects of the project risk reduction policy, transport, communication, protection, identification, and preparation of the technical aspects of the security policy and guidelines, evacuation plan and contingency plan, monitoring day-to-day the application of security rules and reporting to the LogCo/LM and Head of Mission any problem that may arise. For this purpose, the Base Logistics Officer has to create an appropriate environment to facilitate the secure exchange of information.

Requirements

Education 

• Essential secondary education and formal technical training. Certifications in the domain would be an asset.

Professional experience 

• 1-year experience in logistics and/or supply chain

Professional requirements 

• Essential computer literacy (word, excel and internet) 
• Desirable experience with other NGOs

Personal requirements

• Service orientation
• Behavioral flexibility
• Results and quality orientation 
• Teamwork and cooperation
• Stress management
• Commitment to INTERSOS principles

Languages 

• Mission language is essential. Local working language desirable

Female candidates strongly advised to apply.