Overview
The Logistics Officer is a key position for the quality and effectiveness of program implementation at the South Kivu level. The IRC defines the supply chain as all systems and functions necessary for the qualitative execution of programs: purchasing, procurement, logistics, inventory management, property and asset management, and fleet management.
Key Responsibilities
- Centralize and process purchase requests (PIF) for approved services and goods through the procurement processing software (Integra).
- Prepare, publish, and manage critical procurement documents including RFQs, bid analysis grids, in accordance with IRC and donor procedures.
- Conduct transparent and documented negotiations with suppliers.
- Prepare purchase orders in Integra, obtain all internal validations/approvals and subsequently contract with suppliers.
- Inform different departments on the progress of their purchase requests.
- Control the compliance of purchase files and prepare payment requests before transmission to finance.
- Ensure that the file of any supplier contracting with IRC contains up-to-date and valid mandatory due diligence.
- Launch and conduct market studies preceding the request for information process prior to launching framework agreements/service contracts or any other tender process.
- Maintain the list of suppliers from market studies by item category and the list of prices from market studies.
- Update the price list annually.
- Develop the travel schedule by assigning vehicles according to program and operational planning.
- Ensure vehicles are refueled when the tank level drops to ½ or at any level if the vehicle will undertake a field mission.
- Implement and monitor average fuel consumption for each vehicle between two full tanks and at the end of each month.
- Maintain a follow-up register of vehicle document validity and renewals: insurance, technical inspections, vignettes, urban road taxes, driver's licenses.
- Ensure follow-up of vehicle maintenance and that it respects the ABACA cycle.
- Maintain the register (Excel file) for monitoring the operating costs of each vehicle.
- Report any vehicle breakdown information to the Supply Chain Manager in Goma and ensure repairs are done in a timely manner.
- Ensure each vehicle has a spare tool kit, spare wheels, de-bogging kits, first aid kits, and speed limits are posted on the dashboard.
- Ensure the existence of logbooks and maintenance booklets and their correct completion.
- Supervise drivers, ensuring they have their objectives and performance evaluations, a leave plan, and a rotation plan.
- In collaboration with the Goma Warehouse Officer, provide the Project Manager and SCM with a monthly inventory of project assets.
- In collaboration with programs, approve buffer stocks and ensure the storage of medicines and CIK stocks and distribution plans are carried out according to GSC procedures.
- With the support of the Supply Chain Coordinator, ensure the destruction of expired stocks is done according to stock disposal procedures.
- Supervise cyclic inventory counts and coordinate the reconciliation process with inventory teams.
- Review and approve all counting reports before transmission to the supervisor and justify counting discrepancies.
- Ensure all assets are covered by valid insurance.
- Manage building maintenance and office administration.
- Responsible for maintaining and reconciling the petty cash.
- Ensure all maintenance issues are addressed in a timely manner at the building structure level (plumbing, electricity, painting, upgrades).
- Accomplish any other tasks assigned by the supervisor.
Required Experience
1 to 2 years of professional experience in logistics and preferably in an international NGO.
Qualifications
State diploma (baccalaureate) in logistics, business administration, or a related field.
