Officer, Logistics at International Medical Corps

JOB SUMMARY:

• The Officer, Logistics delivers Logistics services and support in accordance with International Medical Corps policies and procedures, donor and host country regulations. The Logistics Officer supports logistics activities at office level, including building maintenance and related procurements, managing office stocks, fleet management and where required Assets and IT support.
• S/he supports smooth implementation of logistic procedures and provides support to other support and program functions. 
• To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.

MAIN TASKS AND RESPONSIBILITIES

Office management

• Focal Point for all the daily office logistics activities and follow up 
• Support initiation of PR and offer collection for procurements related to office operation (maintenance, fuel supply, cleaning, office supplies, etc.). Ensuring that all contracts/orders are adequately tracked and timely renewed when required with the procurement department.
• Responsible for office supplies stocks  and reports 
• Liaise with facility owner for any maintenance and space improvement.
• Ensure office is appropriately maintained.
• Ensure office has required safety equipment, in close collaboration with the safety and security manager.

Fleet Management:

• Assists in compiling \schedules provided by all departments on weekly basis 
• Plan weekly movements accordingly and assign planning to drivers accordingly. 
• Manages closely daily trips and ensure timely refuelling of vehicles and generators.
• Support drivers’ orientation, safety and security briefing

Information and Technologies

• Provides support to IT department as required, in:
  • Setting up account for new users
  • Basic troubleshooting
  • Connecting devices
• Logistics reports
• Assist in preparing logistics reports as tasked by manager
• Asset Management
• Logistics Officer might be required to act as Asset Focal Point with below responsibilities
• Implement IMC Asset Management policies and procedures.
• Responsible for the management of the assets in the respective field site based on the IMC Asset Management procedures.
• Responsible for ensuring that every Asset and Attractive Item is logged, issued with unique IMC asset ID, assigned to Custodian and tracked in line with Assets Management procedures. 
• Documents all assets related transactions or status change. 
• Provide support to management in asset related duties.
• Support management in the monthly reconciliation, based on information generated through automated Cognos Reports that all purchased Assets have been logged into the Asset List and financial information is accurately recorded per corresponding voucher backup documents.
• Ensure that all Assets/Attractive Items under their responsibility are assigned to Custodian which is an active employee.
• Responsible for documented handover to/from Custodian, in coordination with relevant departments (i.e. HR for newly hired staff/termination). 
• Provide input in the accuracy of Asset List information, status and Custodian on a regular basis.
• Report to management team any items identified as missing/lost, for investigation (when reasons are not known).
• Initiate request for asset maintenance where required.
• Initiate request for appraisal and disposal of unusable items whenever reported.
• Initiate appraisal of item requiring repair, and follow up until item is fixed.
• Ensure item disposals are approved and documented, documentation shared with management for onwards communication to the Logistics Desk.
• Support management to organize spot checks and full inventory.
• Review list of items for insurance claim prior to claim submission and ensure claims have all required backup documentation.
• Act on behalf of Asset department when tasked.
• Performs other activities related to asset management as indicated.

Fraud prevention

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor rules and local laws and regulations.
• Maintains accurate filing systems, with documented and auditable records of procurement transactions and reports/tracker. 
• Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a Bachelor’s degree in Logistics, Supply Chain, transport management. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 3+ years of experience in Logistics
• Good interpersonal and team skills
• Commitment to and understanding of IMC’s aims, values and principles 
• Knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook  
• Ability to integrate and work well within multi-ethnic and multicultural team. 
• Ability to work in harsh conditions, often in remote areas, 

Desirable 

• Fluency in written and spoken English
• Relevant qualifications or training courses.