Field Logistics Officer at SECOURS ISLAMIQUE FRANCE (SIF)

Base Position
NGALA Nigeria

Reports To
Base Manager

Report +1

Logistics Coordinator

Contract Duration
Until December with possibility of renewal

Joining Date
ASAP

Overall Objective of the Job
The Field Logistics Officer will be primarily responsible for ensuring correct management f stock in Ngala, the entry and exit of stock from suppliers, SIF Maiduguri, WFP, FAO, etc for distributions and providing logistics support to on all steps of procurement. The Field Logistics Officer will be required to spend 80% of his/her working time in NGALA giving support to the SIF teams for all logistical needs, especially procurement, storage, food distribution e.t.c

TASK AND RESPONSIBILITIES

OVERALL

Stock Management:

• To be responsible for the correct storage and management of stock in Ngala and any other tasked location.
• Receive goods destined for SIF Ngala.
• Verify that all items ordered are received.
• Verify that that the packing lists reflect the actual items received and inform the carrier / or supplier/ or shipper/ consignor if there are any missing or damaged items.
• Prepare Goods Received Notes (GRNs).

Maintenance of the Stock / Warehouse:

• Directly supervise the Storekeepers and Field Logistics Assistants.
• To be responsible for appropriate stocking of all items in the store including; environment, ventilation, temperature of the store and the organization of items, separated and arranged appropriately.
• Support the Storekeepers in Creating and maintaining up to date warehouse documentation thus; Bin Cards, Stock Cards, Warehouse Issue Notes, Goods Received Notes, Loss & Damage Reports and Warehouse reports.
• Ensure updating of the electronic Stock Report according to actual and theoretic stock.
• Carry out monthly inventory and ensure the coherence with Stock Report in the event of record adjustments through the Base Manager notify the Logistics Coordinator to validate the adjustments/reconciliations as necessary giving clear justifications.
• Control access to the warehouse and ensure all items are secured at all times.
• Ensure the cleanliness and good order of the warehouse at all times.
• Submit any requests for stock management items (Bin Cards, Stock cards, Padlocks, Stock Reports etc) to Base Manager or Logistics Coordinator.
• Work with the Logistics Coordinator, Base Manager and Project teams on supply chain planning to ensure that there is always enough space in the warehouse to accommodate new orders / consignments.

Dispatch:

• Prepare and package items needed by the project teams, accurately (labeling, counting) in good time and with great care to avid damage.
• Prepare Packing Lists & Waybills appropriately.
• Ensure Donation Certificates are prepared and issued with each item given to partners as guided by the Logistics Coordinator.

Administration:

• File all warehouse documents properly for easy reach; waybills, stock cards, bin cards, supply requests, donation certificates.
• Submit stock report to Base Manager and Logistics Coordinator on a weekly basis.

Procurement:

• The Field Logistics Officer is responsible for all field procurement in Ngala and liasing with the Logistics Officer in Maiduguri to purchase items that are not locally available in Ngala and then ship them.
• Respect and abide by the SIF Procurement procedures.
• Assist with the development and management of supplier database and price lists.
• Collect quotations from suppliers and prepare all procurement documentations as outlined in the Procurement Thresholds.

Fleet Management:

• Manage Ngala vehicles and drivers.
• Communicate with program team regarding field movement schedules and also inform all field teams any changes in the vehicle movement schedules.
• Conduct regular meetings with drivers emphasizing the importance of Safety & Security.
• Ensure all vehicles are very well maintained and keep communicating with the supplier as regards to the maintenance of the vehicles.
• Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
• Ensure that all drivers maintain the daily log sheets signed at all times of movement.

Others:

• Be aware of the security context within SIF working areas and wider region, providing information to the Base Manager and Logistics Coordinator.
• Attend to any other logistical or program duties as deemed necessary by the Base Manager / Logistics Coordinator.

Qualification:
Degree Level

Experience:
At least 3 years logistics / procurement experience in the field preferably with an INGO.

Languages:
English is mandatory (fluency in writing, reading & speaking).