MISSION

Goal/Purpose:

The logistics officer carries out the purchases, stock handling and office maintenance for the structure of the coordination and tasks handled at the coordination for the base of the mission.

He/she is one of the guarantors for implementing and respecting Solidarités International logistics procedures.

He/she is responsible for filing and archiving logistics documents linked to purchases and stocks. 

JOB Responsibilities,

List of main activities:

Knowledge and monitoring of the market:

• Take part in the analysis of the local purchasing environment
• Update price lists and supplier files

Supply Management:

• Managing the Waras sub base on the Support need overall,
• Receive and process requests for quotes and IOFs after verification and approval by his/her line manager
• Generate monthly IOF for the coordination
• Implement purchases for coordination and the bases while respecting the rules and approval procedures established by donors and Solidarités International
• Ensure that products purchased correspond to the requirements of the purchase officer's requirements in terms of quantity and quality
• Ensure that the format of, and information on quotes and invoices comply with regulations
• Ensure compliance with administrative procedures for the management of advances and payment of suppliers
• Establish and archive purchasing files in accordance with the rules of Solidarités International and its donors
• Monitor and update IOFs follow up manually and electronically
• Archive all documents related to purchases

Stock / Storage Management

• Record daily stock in and out for the coordination office
• Prepare stock card for every item in the base
• Carry out monthly stock inventory for coordination and reconciliation with what should be in stock
• Prepare documents related to stock movement from base to base
• Regularly monitor the quality of products during storage. Pay special attention to expiration dates
• Archive all documents related to stocks

Vehicle Fleet Management

• Support the Logistics coordinator/Logistic Manager in the establishment of vehicle movement schedules
• Check and archive the monthly log book of Field car
• Ensure the purchase of the domestic flight tickets for SI staffs and update the movement plan of the mission

Premises Management

• Follow and maintain the premises items and consumable (drinking water, printer…)
• Filter, monitor and organize the arrival and departure of people and goods affected by or in transit through his/her assignment area
• Assist support services in printing documents

Electronic data backup consolidation

• Collect the back up from the all laptops in the coordination every month and submit it to the logistics coordinator/Log Manager
• Guide the staff for storing electronic data inside the external hard disc.

Reporting/Capitalization:

• Ensure the compilation of price lists and suppliers
• Regularly update the electronic IOF follow up and participate in the preparation of the logistics monthly pack of the coordination at the end of every month
• Ensure the drafting monthly stock inventory for the coordination stock and any activity report upon request from his/her line manager
• Immediately notify manager of any problems occurring during his/her service, in particular any loss, damage, theft or attempted break-ins