Senior logistic officer

Senior logistic officer

Job Title: Senior Logistic officer

Report to: Head of Mission

Department: Logistics Department

Supervision Of: Drivers

Duty Station: INTERSOS Amman Field Offices With Frequent Travels to Irbid & Karak Offices

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ABOUT INTERSOS:

INTERSOS is an Italian humanitarian organization that works all over the world bringing assistance to people in danger, including victims of natural disasters and armed conflicts. We intervene to effectively meet the needs of people in crisis, with particular attention to vulnerable groups, women and children. We provide primary assistance in terms of food, shelter, medical assistance and basic goods, while also ensuring that basic needs, education, safe water and health needs are met during the recovery phase.

Since 2012, INTERSOS has had operations in the Middle East to contribute towards ensuring emergency relief and social protection assistance for Syrian refugees fleeing their home in search of safety, with special focus on most vulnerable groups (children, women, elderly and persons with special needs).

In Jordan, INTERSOS has focused its humanitarian response on supporting Syrian families displaced across urban and rural areas, as well as vulnerable host communities, with a programme that concentrates on protection and protection mainstreaming within the different sectors of intervention that compose the Country Strategy (Protection, Child Protection, Education in Emergency, WASH, Shelter and Basic Needs including Cash and Winterization Assistance).

OBJECTIVE OF THE POSITION:

The Senior logistic Officer is responsible for supporting INTERSOS activities and staff with admin/log tasks on a daily basis. He/ she will be jointly connected with different departments (HR, Finance, logistic and Programs when needed) in Amman coordination office and the filed manager in the field office.

MAIN RESPONSIBILITIES:

The Senior Logistic officer will be responsible for:

• Logistics:

1. Ensure that all materials purchased correspond to the selected quality and price, matches with INTERSOS procedures and are timely delivered.
2. Procure all necessary items for programs, offices in Amman, irbid, karak and residences according to INTERSOS standards and procedures, and ensure that all materials purchased are of appropriate quality and price and are timely delivered
3. Immediately report to the field Manager/ Requester (if needed) any discrepancy in terms of quality, quantity and price between selected and delivered materials and items.
4. Collecting all required procurement documentation and maintain records and files both soft and hard copies in an impeccable manner.
5. Coordinate with Finance Department to make sure the payments are delivered to the suppliers.
6. Assist program staff with raising purchase requests (PRs) and provide price estimations of goods, services and works needed when possible.
7. Ensure the proper communication with suppliers, assist in regular market surveys, and regularly assess available vendor and procurement opportunities.
8. Verifying and regularly updating, according to INTERSOS procedures, the annual list of pre-qualified suppliers.
9. Be an integral part of the procurement team and support all members in other INTERSOS field offices when needed
10. Participate in the logistics planning and identification of logistics and security needs.
11. Be responsible for all INTERSOS offices logistical needs.
12. Be responsible for INTERSOS offices and warehouse contracts, and make sure that extensions and payments are done on time.
13. Perform other duties as required by the supervisor.

• Fleet and Assets Management:

1. Assisting in developing fleet management process, standard operating procedures (SOPs) and forms (i.e., car use policy, maintenance tracking sheet, insurance policy, etc.).
2. Ensuring that the fleet is regularly checked and car are kept in good maintenance.
3. Ensuring that all drivers and INTERSOS staff are complying to the safety procedure whenever INTERSOS vehicles are being used.
4. Following-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by drivers
5. Ensuring that proper documentation of vehicles (i.e., lease, insurance, mechanical inspection, etc.) is properly handled by drivers.
6. Supervise the drivers in all INTERSOS field offices.
7. Coordinate the movement plans for all INTERSOS offices.
8. Generate incident reports on IMP whenever a car accident happened.
9. Collect logbooks from all INTERSOS field offices, and ensure proper filling for the mission fleet.
10. Create fleet monthly report, showing fuel consumption for each vehicle, and share it with the finance with all supporting documents to allocate the fuel costs to projects.
11. Initiating regular fixed assets and inventory check for all INTERSOS offices.
12. Maintain the assets register updated according to INTERSOS policy under the supervision of the Procurement Manager.

• Warehousing and Stock Management:

1. Following up on the delivered materials in terms of quantity, quality and according to the agreed specification from the related departments. Ensure that all related supportive documents are signed according to INTERSOS manual.
2. Ensure that the delivered materials are stacked in a proper way according to INTERSOS safety and security policies.
3. Ensure that all stock cards for the delivered materials/items are initiated and updated in a proper manner.
4. Following-up on the materials loading and off-loading, and issuance of stock as per the quantities stated in approved stock release forms.
5. Regularly update the stock report, stock card and share the updates with the Procurement manager, field manager and the related program manager/s.
6. Follow-up on proper monitoring of the movement of goods, stores, and assets other formats for distributions for INTERSOS warehouses, in Amman, irbid and karak.
7. Ensure that warehouses are always maintained and in working condition.
8. Ensuring that proper documentation of stock movements (Inputs / Outputs)
9. Initiating regular stock and inventory check.

• Additional Tasks:

Any other duties not listed above and necessary for the implementation of the activities and assigned by the field manager or the procurement manager.

• Accountability:

Ensure maintaining high confidentiality of information, up to date documents, including processes and verification.

• Training:

1. Advocate and plan for professional development for yourself and for your supervised staff.
2. Provide input to, and deliver, where applicable, training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.

• Working Relationships:

1. Proactively engage with your supervisor and key staff.
2. Proactively engage on a regular basis with your supervisor to develop working networks to seek advice where needed.

• Representation:

Represent INTERSOS in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of INTERSOS mandate, ethics, values and stand-point with regard to other actors.

• Security:

Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.

POSITION REQUIREMENTS

• Education

Bachelor degree in Business Administration, Logistics or any other related field.

• Professional experience

Minimum of 3 years working in the logistics fields including one year working in the NGOs sector.

• Professional requirements

• Strong understanding of the humanitarian emergency operating context, the humanitarian system and its flexibility, donors and their high demanding, security and financial management in humanitarian context
• Computer (excel) and admin/finance skills
• Highly able to keep confidentiality
• Able to work independently
• People Management and Leadership
• Demonstrated leadership and interpersonal skills
• Demonstrated experience in staff supervision
• Readiness to commit and adhere to the values, mission and vision of INTERSOS.

• Languages

• Arabic Language
• Very good English Language

• Personal requirements

• Strong team spirit, comfortable in a multi-cultural environment
• Teamwork
• Ability to work and adapt in different environments
• Very strong interpersonal skills: strong communication and diplomatic skills

Practical and problem-solver

INTERSOS is an equal opportunities employer and all qualified applicants will receive consideration for employment without regard to age, gender, disability, sexual orientation, socio-economic status, ethnic origin, or religious orientation.

INTERSOS VALUES:

The centrality of human being is the key principle underpinning all INTERSOS’ values and interventions. It underlines the importance of the principles of equality, justice, peace, solidarity and the duty of every human being to help all those in need or distress, without influence of any kind. We value:

• Borderless
• Impartial
• Independent
• Sensitive to local cultures
• Attentive to local capacity
• Professional in solidarity
• Transparent

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