Overview
The Senior Logistics Officer is a key position for the quality and efficiency of program implementation. This role is responsible for managing procurement, vehicle fleet, assets, and general administration.
Key Responsibilities
- Centralize and process purchase requests (PIF) through Integra.
- Prepare, publish, and manage procurement documents (RFQs, bid analysis grids).
- Conduct transparent negotiations with suppliers.
- Prepare purchase orders in Integra and ensure internal validations.
- Inform departments on the status of their purchase requests.
- Control compliance of purchase files and prepare payment requests.
- Ensure purchase files are created and archived in Box (Docutrail).
- Ensure suppliers are paid on time.
- Close orders in Integra and maintain purchase file archiving.
- Ensure supplier files contain up-to-date due diligence documents.
- Ensure commonly used suppliers are configured in Integra.
- Launch and conduct market studies for procurement processes.
- Maintain a list of suppliers and prices from market studies.
- Update the price list annually.
- Develop a vehicle movement schedule.
- Ensure vehicles are refueled.
- Monitor average fuel consumption for each vehicle.
- Maintain a record of vehicle document validity and renewals.
- Oversee vehicle maintenance and ensure adherence to the ABACA cycle.
- Maintain a record of vehicle operating costs.
- Report vehicle breakdowns and ensure timely repairs.
- Ensure vehicles are equipped with essential kits.
- Ensure logbooks and maintenance booklets are available and completed.
- Supervise drivers, including performance evaluations and leave plans.
- Conduct monthly asset inventory with the Ware House officer.
- Approve buffer stocks and ensure proper storage of medicines and CIK stocks.
- Ensure destruction of expired stocks according to procedures.
- Supervise cyclical inventory counts and reconcile with inventory teams.
- Review and approve inventory count reports and justify discrepancies.
- Ensure all assets are covered by valid insurance.
- Manage building maintenance and office administration.
- Maintain and reconcile the petty cash.
- Ensure timely treatment of building maintenance issues.
- Accomplish any other tasks assigned by the supervisor.
- Supervise, coach, and evaluate the performance of the Logistics Officer.
- Provide capacity building for the Logistics Officer and other base staff on Supply Chain procedures.
- Organize and lead regular Supply Chain coordination meetings.
- Substitute for the Logistics Officer in their absence and represent the Supply Chain department in meetings.
Required Experience
2 to 3 years of professional experience in logistics, preferably within an international NGO.
Qualifications
Diploma of graduat (bac +3) in supply chain, logistics, business administration, or a related field.
