JOB TITLE: LOGISTICS OFFICER
REPORT TO: AREA MANAGER
Concern Worldwide is a Dublin-based non-governmental, international, humanitarian organization dedicated to reducing suffering and eliminating extreme poverty in the world’s poorest countries. Concern Worldwide engages in development work and emergency humanitarian assistance in many countries in Africa and Asia. Concern operates in 26 of the world’s poorest countries, helping people to achieve major and long-lasting improvements in their lives. Concern supports Livelihood Security, Water & Environmental Sanitation, Community Education, HIV and AIDS, and responds emergencies.
The incumbent will be responsible for ensuring and maintaining effective systems that are in line with Concern’s Logistics Policy. In addition, take responsibility for procurement, documentation, transport, clearing, contract preparation, inventory, provision of support to the project staff (in liaison with Finance) filing and management of Concern Somalia stores.
Main Duties and Responsibilities
Efficient and effective management of the day to day logistical functions of the program
Providing necessary and required logistical support to the programmes, head and field offices
Ensuring logistical functions are carried out within the framework of Concern’s procedures and standard
Safeguarding supplies and equipment either in Concern store(s) and ensure route to other locations
Ensure that information/ data generated is entered into a monthly report.
Undertake customs and immigration clearance for both cargo and passengers
Ensure proper logistics filing systems.
In accordance with Concern’s procedures and per purchasing committee’s recommendations, undertake effective and timely purchasing of requested supplies and equipment for the projects and office
Ensure proper utilization of logistical documents; GDN,GRN,SR, and Stock Cards
Ensure all paperwork is complete and coordinate with finance to ensure that payments to suppliers are made on-time
Track SRs and make sure relevant parties are aware of the status of requests
Following purchase committee’s approvals’, update on preferred suppliers and price index on quarterly basis
Assist in proper understanding of Concern formats and ensure suppliers use provided forms
Delivering, Storing, and Recoding Keeping
Receiving, checking and timely delivery of supplies to final destinations and sites
Maintaining up to date paperwork and following Concern Logistics procedures
Effective and efficient management of all delivery and releases of goods into and out of the store and ensure that stock cards of Concern official paperwork are always up to date
Maintain regular Stock reports and up to date stock cards for all items
Disseminate spreadsheet showing up to date stock status movements
Develop and maintain the logistics filing systems
Establish weekly transport schedule
Manage Concern vehicles and rented ones and ensuring safety and efficiency at all times
Based on established weekly schedule, organizing and manage programme transport
Monitor transport movement and ensure vehicles remain maintained in good conditions
Ensure vehicles contracts are drawn up and signed on time
Effective timely handling of grievances between drivers and Concern staff
Line manage Concern drivers and assess their performance
Make sure fuel vouchers are in line with invoices from the fuel supplier
Prepares monthly report for vehicle fuel/klmtr as per the vehicle log sheet
On quarterly basis, maintain accurate and up to date store and office inventory control on all Concern’s properties and assets
Record any movement of assets within different offices and projects
Monitor field security situation regularly and report accordingly
Keep field staff updated on security issues and give advices where needed
Ensure strict adherence to Concern’s Security guidelines and policies
Ensure staff understand and adhere to the Standard Operating Procedures (SOPs)
Facilitate SPU escort for International staff travelling outside Hargeisa
Establish positive working relationship with the Special Protection Unit (SPU) Management
Maintain close contacts with security personnel of Hargeisa based agencies
Represent Concern at field level in UN/NGO security meetings
Responding to Emergencies:
Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
Comply with Concern’s health, safety and security guidelines during emergencies
Programme Participant Protection Policy
Adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct.
QUALIFICATION AND EXPERIENCE:
At least 3 years’ experience in a similar position, preferably within INGO sector
Diploma Level in Logistics (or equivalent) in relevant/related field
Substantial knowledge of standard logistics procedures and practices required.
Demonstrated ability to develop and maintain effective work relationships with logistics counterparts and staff within the regional/country office.
Ability to deal patiently and tactfully with people of different national and cultural backgrounds
Ability to multi-task including strong facilitation skills in an ever changing, dynamic environment
Competency in computer skills including MS Office.
Fluency in English and Somali