Field Logistics & Supply Officer at INTERSOS

Job Purpose

• Carry out or supervise all logistics, supply and ITC activities in the base and associated projects according to INTERSOS standards and protocols to have the material, infrastructure and vehicles in optimal running conditions.
• Plan, oversight, and manage logistics and supply support operations to ensure smooth accomplishment of base/project activities.

Responsibilities
Logistics Information Management:

• Input Logistics Data in INTERSOS Logistics software (Intersos Management Platform – IMP and IMS for logistics warehouse) in an accurate and timely manner. Provide training to base staffs if required and support the implementation of INTERSOS Logistics software in the mission.

Supply Chain Management and Procurement:

• Plan, coordinate and supervise the supply activities of the base and define the level of priority. Implement the adequate tools and procedures
• Carry out local purchases (RFQ and Direct Purchase) for goods and services in respect of INTERSOS and donor requirements and ensure that the line manager is aware of any problems linked to the quality or availability of the items to be purchased
• Follow up the payments of all suppliers and collect all the necessary supporting documents from them i.e. receipts and delivery notes. Ensure before any payment is made all originals are in coordination office
• Support the Country Supply Manager or Country Logistics Coordinator in ensuring that all procurements are completed on IMP and all necessary documents are uploaded and properly archived in IMS and in the finance department
• Support the Country Logistics Coordinator in ensuring that all Supplies are registered (INBOUND, OUTBOUND) are completed on IMS and all necessary documents are uploaded and properly archived in the IMS
• In collaboration with the Country Logistics Coordinator and the Head of field office Is responsible for the effective usage of the IMS and accounting of inventories
• Follow the defined Procurement Plan and coordinate the local purchases with project staffs
• Submit purchase requests to the Country Supply Manager for ITB and tenders and/or any other purchase that cannot be made locally
• Facilitate the negotiation with local purchasers and maintain good relationships with suppliers
• Run market assessments and update the pre-qualified suppliers’ lists
• Update all the supplier files and ensure all formation related to the supplier have been fully updated on the IMP
• Collaborate for the preparation of the monthly logistics report by the 3rd of every Month.

Stock Management:

• Plan and follow on a day-to-day basis the Warehouse and Stock Management activities in the project or capital, ensuring compliance of INTERSOS standards, protocols and procedures. These activities include but are not limited to the following activities:
• physically and administratively managing non-medical and medical stocks in collaboration with the Country Supply Manager and the stock owners and assuming responsibility for the warehouse and its contents
• Ensure that all necessary tools and management procedures are in place to avoid stock ruptures, losses (expiries, damages due to bad storage conditions, temperature breach) and excess stocks. Regularly check inventory levels (physical counts), keeping inventories up to date and monitoring consumption. Monitor cold chain
• Ensure that data reported in INTERSOS Inventory Management System (IMS) are correctly used and accurate. Is responsible for both digital and physical archive of administrative documents.
• Check, record and arrange the goods received and ensure the availability of a wide range of items for various projects and departments (medical supplies, food, spare parts, tools, equipment, etc.)
• Ensure that all items are well organized and correctly stored according to their specificity, well protected, fully identified and easily accessible (cleanliness, security, access, etc.)
• Supervise the team under his responsibility including the definition and planning of each person's tasks (daily supervision and checking the quality of their work); draw up working schedule and organize and lead team meetings
• Perform delegated tasks according to his speciality and as specified in his job description.

Facilities and Communications Management:

• Ensure the installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition and in accordance with INTERSOS minimum standards and brand identity manual. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities
• Ensure that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and in line with policies and procedures - allowing permanent communication between capital, projects, bases and HQ and proper management of the bases. Guarantees that all staffs in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.)

Asset Management:

• Support on the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all base assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures
• Support the CLC/ IT Officer on reporting asset list at the end of project and oversee asset rollover according to defined destination with the Programs department
• Oversee regular fixed assets check on a quarterly basis.

Transportation Management:

• Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual is applied in the base, fleet is checked, regularly maintained and that vehicles are insured and taxes are paid
• Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by field logistics staffs. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs
• Plan vehicles movements, tracking individual trips, and ensuring implementation of security measures
• Follow-up on proper monitoring of Generator fuel consumption, Generator logbook, Maintenance log, oil log and develop monthly Generator fuel consumption report by the 3rd of every Month.

Human Resources Management:

• Monitor activities of contractors and team under his responsibility
• Supervise casual labourers.

Applied Security:

• Monitor technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the security policy and guidelines, evacuation plan and contingency plan, monitoring day-to day the application of security rules and reporting to the CLC and Head of Field office any problem that may arise.
• For this purpose, the Base Logistics Officer has to create an appropriate environment to facilitate security exchange of information.

Requirements
Education & Professional experience:

• Essential Tertiary education and formal technical training.
• Certifications in the domain would be an asset
• 3 years’ experience in logistics and/or supply chain
• Desirable experience with other NGOs and use of Logistics systems/softwares
• Mission language essential. Local working language desirable
• Essential computer literacy (word, excel and internet) and radio equipment user-knowledge
• Service orientation
• Behavioural flexibility
• Results and quality orientation
• Teamwork and cooperation
• Stress management
• Commitment to INTERSOS principles
• Technical skills
• High level of integrity and understanding of procurement ethics
• Planning and organisational skills and ability to meet deadlines.