Logistics and Procurement Officer at Godiya Cherished Care for Humanitarian Response Initiative (GCCHRI)

Job Summary

The logistics and procurement officer will handle contracting, transport, requisitions, inventory, and other logistics tasks and provides support to the sub-offices’ and projects’ administration on procurement related matters.

Key Responsibilities

• Support inventory management of all expendable and non-expendable items under the projects
• Plan, coordinate, and manage logistics processes, including transportation and distribution of goods.
• Initiate regular warehouse physical inventory counting and prepare reports on it
• Provide regular submission of logistics and assets, in particular fleet management reports
• Follow up pre-shipment inspection waiver, etc. from the relevant shippers and authorities
• Follow up tax exemptions from the relevant authorities
• Inspect goods received to ensure their quantity and quality and approved acceptance
• Follow-up the payment of goods and services invoices and bills, and advise Accounts on terms and conditions of contract relating to supply of goods and services to ensure that payments are made as agreed
• Ensure the completeness and chronological filling of L.P. O’s and Request for Payments
• Ensure 24 hours’ feedback to staff on completeness of PR’s submitted and prompt feedback on delivery of items,
• Maintain and update individual vendor files and update the Manual Procurement Status Report,
• Ensuring new vendors and Consultant’s fill vendor questionnaires with all the required documentations attached and do Bridger checks on them
• Request for Quotations, ensure vendor’s sign L.P. O’s and follow up with the prompt delivery of items
• Manage travel requirements of staff
• Training and capacity building of the logistics and procurement team
• Ensure the effectiveness of the supply system and appropriate assets management
• Execute necessary contracting, transport, requisitions, inventory, monitoring and other logistics tasks in strong coordination with other respective units.
• Perform other duties as may be assigned.
• Initiate assets tagging, verification, maintenance, monitoring and write-off/disposal as may be appropriate in compliance with established rules and procedures
• Monitor life-cycle/shelf-life of assets and equipment
• Monitor all sub-equipment accounts to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held
• Oversee procurement processes to ensure timely acquisition of office supplies, equipment, and project materials.
• Track and maintain accurate inventory records for office supplies, project materials, and equipment.
• Coordinate with vendors and suppliers for timely delivery and resolve any logistical issues that arise.
• Ensure vehicles and other logistical assets are properly maintained and in good condition.
• Ensure procurement procedures comply with the organizational policies and standards.
• Assist in preparing and reviewing procurement documents, such as purchase orders and contracts.
• Maintain relationships with suppliers to ensure cost-effective purchasing while maintaining quality standards.

Fleet Management:

• Monitor the condition and usage of organizational vehicles.
• Manage fuel consumption records and ensure the fleet is serviced and maintained regularly.
• Supervise drivers and maintain accurate driver logs.

Job Requirement

• BSc/HND in Supply Chain Management, Accounting, Economics and Business Administration or it equivalent.
• Strong understanding of operations and logistics management.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Good communication and interpersonal skills, with the ability to work a team.
• Ability to manage multiple tasks and meet deadlines.
• Interested in working in the NGO sector.

Skills and Behaviours (Our Values in Practice)
Transparency, Accountability, Partnerships, Integrity, Team Building:   

• Accuracy and timeliness in all areas of responsibility
• High level of accuracy in work, and ability to analyze complex sets of relationships and situations
• Holds self and others accountable
• Knowledge of Microsoft application, Such as Excel, Word, Power point.
• Strong communication and inter personal skill.

Integrity:

• Honesty, encourages openness and transparency, demonstrates highest levels of integrity.

Desirable Criteria:

• Ability to multi-task, engage in long-term planning, meet deadlines, and handle last-minute demands; exercise patience, and adapt to changing circumstances.