General Position Summary)

The Logistics Officer is a key person within the operations management team who assures the logistics resources are coordinated for effective program support. The Logistics Officer plays a key role in logistics under the guidance of the Operations Director/Manager or Logistics Manager.

The Logistics Officer coordinates the Mercy Corps logistics activities under the direct supervision of the Sr. Operations Officer/Operations Director.

Essential Responsibilities

Logistics Management (Transport)

• Provide support to senior management on logistics issues, and collaborate with Program teams and other technical aspects related to logistics functions as required.
• Oversee the fleet management in the office and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines.
• Work with the Operations Director/Manager to design a suitably staffed and equipped transport function to support the country program.
• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables, including fuel.
• Manage the vehicle pool (if applicable).
• Ensure that appropriate communications and tracking equipment is installed and functioning in vehicles to meet the operational and security requirements.
• Coordination of timely routine maintenance and repair of vehicles.
• Ensure that all vehicles carry the required onboard documentation and that all documents are kept current (including insurance).
• Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of Codan, etc.
• Be familiar with local regulations/laws.

Logistics Management (Assets)

• Oversee tracking of all assets in the office to ensure accurate record-keeping of Mercy Corps and donor assets, according to the Mercy Corps Field Asset Management Manual.
• Reads and has a clear understanding of the Mercy Corps Asset Management Manual and all procedures.
• Responsible for logging all new Mercy Corps assets in MC Afghanistan in the asset database, asset register, tagging. Regularly updates asset register with changes (custodian, disposition, disposal).
• Responsible for coordinating with the procurement and finance office in identifying all details of assets such as purchase price, ledger reference, PR, PO and GRN number etc.
• Responsible for maintaining the stock of Mercy Corps assets that are not checked out or in use.
• Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
• Responsible for the timely preparation of documentation of any movement of assets in Mercy Corps formats.
• Schedules and conducts physical count of assets on different locations, projects, and sites.
• Update the electronic database monthly and provide an electronic copy to supervisor and finance;
• Ensure all lost, damaged, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary documentation is completed.
• Assists and coordinate project staff on asset inventory related issues. Provide end of project reports, end of fiscal year count and random physical count.

Logistics (Warehousing)

• Oversee the warehouse management function and the team to ensure materials are stored and managed properly as per the provisions in the Field Warehouse Management Policy.
• Follow the Mercy Corps Field Warehouse Policy. Daily coordination of warehouse activities.
• Travel to field sites to receive and inspect goods delivered directly to the field.
• Interact with suppliers in the receiving and inspection of goods – issues GRNs.
• Receive the goods as per the description on the purchase order/request. Inspect goods upon delivery and reject inadequate, broken, lower quality and other items not meeting the requirements of the order.
• Dispatch goods from the warehouse using appropriate MC procedures, Store Release forms, Waybills and update Stock Records.
• Prepare a report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by the supervisor.
• Display bin cards on each item in the warehouse.
• Maintain physical and electronic copies of inventory, as per formats and forms provided in the Warehouse Manual.
• Coordinate with the logistics for transportation arrangement for dispatches.
• Generate the commodities movement waybills and gate passes.

General

• Capacity building and management support to logistics team members.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and not to jeopardize its humanitarian mission.
• Other duties as assigned.

Accountability

Reports Directly To: Directly to Operations Director for technical part. Area coordinator for day-to-day coordination.