Logistics Officer
Norwegian Refugee Council
مجموع سنوات الخبرة :16 years, 2 أشهر
Collaborating with other team members to develop plans for transporting goods or people from one location to another
Developing plans for storage facilities such as warehouses or storage yards that can be used by other departments in the organization.
Coordinating shipping schedules and routes with transportation organization to ensure that goods arrive on time and without damage
Managing inventory and supervising staff members who handle inventory control, including ordering new inventory when necessary
Planning and coordinating the movement of materials and products within an organization using advanced computer systems
Ensuring that shipping containers are properly labeled with addresses, contents, weights, etc.
Coordinating with customs officials at airports or seaports to ensure that incoming or outgoing shipments meet all legal requirements for entry into the country or export of goods
Training staff members on proper shipping techniques and procedures, as well as safety procedures regarding hazardous materials
Coordinates to all units for timely program implementation.
• Accountable for the compliant processing of all procurement of
program supplies, office supplies,
• training materials, training venues, catering services, among others
that are needed for the
• emergency response operations according to the Procurement
Policy
• Responsible for safekeeping the hard copies and soft copies of the
procurement packages, asset
• management forms, fleet management forms, warehousing
documents, distribution reports, and
• Logistics Officer for Marawi Response February 2018 Page 3 of 12
• other pertinent documents relating to supply chain. Follow up with
suppliers e.g. delivery
• schedules of goods and other procurement related concerns. This
includes coordinating with the
• suppliers/service providers for the delivery and transportation of the
goods for the program.
• He/she is also responsible for giving feedback from the program
staff to the supplier and vice
• versa.
• Accountable for the accounting, maintenance of kitting of
goods/equipment for the program. This
• includes keeping and monitoring warehousing records of all goods
that are received and
• dispatched.
• Identify what goods/equipment needs to be replenished,
purchased and/or dispersed.
• Maintain a file or record of suppliers through the Supplier Database,
ensuring that they are
• compliant w
Ensures proper documentation of all Supply Chain processes.
• Responsible for creating and maintaining the Procurement Tracker
for all procurements.
Responsible for submission of the Supply Chain KPI Report to the
Logistics Manager.
• Issues assets to staff and tracks assets assigned to staff through the
Asset Register.
• Oversees fleet concerns that includes the daily movement of the
program and support staff,
• mobilization of program supplies for distribution and for
trainings/workshops, observance of
• safety & security protocols, management of drivers (both SC drivers
and rented vehicle drivers),
• and submission of the monthly Fleet Analysis.
• Responsible for keeping track of all supplies received and
dispatched through the Warehouse
• Tracker and for keeping documentation for these movements
intact, including acknowledgement
• from beneficiaries for distributed goods/kits.
• Assist and accommodate the implementation team in all the
administrative and logistics
• support needed.
Ensures proper documentation of all Supply Chain processes.
• Responsible for creating and maintaining the Procurement Tracker
for all procurements.
Responsible for submission of the Supply Chain KPI Report to the
Logistics Manager.
• Issues assets to staff and tracks assets assigned to staff through the
Asset Register.
• Oversees fleet concerns that includes the daily movement of the
program and support staff,
• mobilization of program supplies for distribution and for
trainings/workshops, observance of
• safety & security protocols, management of drivers (both SC drivers
and rented vehicle drivers),
• and submission of the monthly Fleet Analysis.
• Responsible for keeping track of all supplies received and
dispatched through the Warehouse
• Tracker and for keeping documentation for these movements
intact, including acknowledgement
• from beneficiaries for distributed goods/kits.
• Assist and accommodate the implementation team in all the
administrative and logistics
• support needed.
❖ The purpose of a Logistic Coordinator is to implement delegated
area of logistic responsibility and deliver a variety of procurement
and other logistics related activities, including budget and
procurement planning, market survey, management of warehouse,
fleet, assets,
❖ communications, securing supporting documentation/archiving,
reporting, coordinating, capacity building and support distributions.
Generic responsibilities
• Ensure adherence to NRC policies, handbooks, guidelines,
SOP’s and donor requirements
• Implement NRC’s logistic systems and procedures at area
level
• Coordinate timely operational planning and management
of logistic activities
• Ensure that local SOP’s regulate procedures at field office
level, and perform periodic checks
• Coordinate market assessment within the scope and
request of programme/project developers
• Prepare and submit reports and analysis
• Ensure proper filing of all support documents
• Support line managers in procedures and require support
team trainings related to logistic
❖ Line management of the logistic team including recruitment and
performance management
• Provide anti-corruption, transparency and cost efficiency
focus in all processes (e.g. in procurement, vehicle
management, asset management)
• Ensure safe and efficient transport of staff and
materials/goods
• Perform other duties, as assigned by Line Manager Specific
responsibilities
• To motivate, mento
• To implement organizational Global Logistics Handbook
procedures and ensure compliance with donors and
organizational policies
• To ensure smooth functioning and effectiveness of the
team
• To personally process and manage the most technical and
complex Framework Agreements (FWA) or/and Tenders, in
order to ensure best compliance and efficiency and to
ensure proper archiving for donors
• To participate at the relevant meetings ensuring proper
communication and coordination with other departments;
and support procurement planning where relevant
• To support preparation of budgeting and Project
Procurement Plans at area level • To ensure Procurement
Tracker and Contract Follow up sheet are being accurate
and updated prior to being shared as the updates with all
staff
• To ensure that stock reports and documentation is
accurate and updated regularly and conduct spot
checks. When necessary, provide adequate support and
participate to stock inventory.
• To coordinate closely the work of the storekeeper and to
provide a special focus on the supply chain for IKD items.
• To overview development of the Asset Register and
Inventory list, and together with finance department
conduct reconciliations on quarterly basis
• To ensure that all FWA are either extended or re-tendered
in time, and to timely process the newly requested tenders
• To coordinate with the other organizations and attend
relevant logistics meetings
• To undertake any other duties as signed by the line
manager
• Use software to track, check, prioritize and route orders
• Manage all important documents such as advanced shipping notice; pick slips, bills of lading etc.
• Direct the flow of packages from preparation to shipment
• Inspect labels, bar codes and other features of completed orders
• Supervise and lead subordinates (receiving clerks, order pickers etc.)
• Control budget of the shipping department
• Collaborate with warehouse, purchasing and other managers to optimize processes
• Resolve issues regarding shipped orders
• Ensure compliance to legal regulations and company policies
• Report to management on activities and issues
Collection and verify shipment documents ( Import &Export ).
Follow up tracking and preparing all documents for import and export shipments.
Execute shipments at customs and valuable centres and / or agents Sudan coverage.
Colle and process online certificate of origin from PZU Chamber of Commerce.
Liaise with of all divisions to obtain all required documents.
Attesting of shipping documents at MOFA, Consulates and any other required government entities.
Obtain Waybills, bill of export expenses vouchers.
verify Bill of entry before leaving customs center.
Ensure safety and security measures at the time of handling and delivery of valuable shipments to company premises.
Reconciliation of customs accounts, agents accounts and prepare payment requests.
Prepare expense voucher for petty cash use.
Providing assistance to logistics department in record retention and filing.
Prepare anyway other tasks assigned by the Department Head.
Prepare periodical reports for management.
In some instances, assist in physical execution of shipments, attesting support logistics department when required and as instructed by HOD.
Perform any other tasks required and assigned by DOH.
To assistant the programme coordinator in office management including its human resources, with particular focusing with the respect of logistics and procurement procedures and documentation.
Assure and regular coordination with Italian Cooperation Logistics Department regarding logistics procedures and collaborate with the Administrative Department Officer in logistics management supervision of the different projects.
Provide organization and updating to the logistics archives including vehicle logbook and maintenance, office inventory, provides data base, human resources visa & travel permit schedule between others.
Provide logistics reports and planning for correct and efficient functioning of the offices.
Insure adequate and regular contacts with the National and Local Authorities regarding logistics and procurement procedures verification or information (e.g. custom rules, MoFA Rules on international organization for human resources, vehicles rules equipment rules, contracting rules for goods and services).
Carry out any other tasks on Programme Coordinator request compatibly with professional capacities.
• Supervise warehousing and storage of all Spare parts supplies.
• Monitoring and controlling warehouse activities.
• Prepare & review a monthly Issue & Receipts.
• Conduct a periodically Inventory to insure variance between AX system & the Physical count.
• Ensure consistently that all warehouse activities are conducted under the fullest adherence to the quality management systems & procedure of the organization.
• Provide a good coaching for Store keepers.
• Physically handle incoming shipments
• Verify purchased products and enter order receipts into Altakamol as requires.
• Perform special customer quality assurance inspections when appropriate.
• Segregate backorders and place received materials in proper locations
• Pull, pack, weigh and label materials for shipment; prepare bills of lading and express receipts.
• Assist in loading trucks.
• Prepare local delivery records
• Maintain Return Material Authorization/Credit Memo (RMA/CM) forms pending return of materials.
• Inspect returned materials before completing balance of RMA/CM.
• Put all materials in correct location.
• Sweep/clean warehouse and trucking/parking area.
• Assemble/disassemble bins, racks, shelves, and tables as needed.
• Administer preventative maintenance programs to delivery vehicles and warehouse equipment to ensure proper functioning and safety practices for warehouse operations.
• Record verbal/written complaints from customers concerning dissatisfaction with product or service provided.
• Sell, assemble and pack over the counter sales.
• Assist in handling telephone inquiries/orders directed to the Warehouse counter stock as needed.
• Full compliance of administrative activities with FAR and other NGO rules, regulations and strategies.
• Provision of inputs to preparation of administrative team result-oriented work plans.
• Contacts with visitors and staff, arrangement of appointment and meetings, acting as interpreter when required and/taking minutes.
• Compilation and preparation of briefing and presentation, speeches, background information and documentation for meetings and missions.
• Translation of small correspondence, when needed.
• Keep and update the regional inventory and supply filling systems;
• Keep separate record for equipment to be submitted for disposal to the equipment survey board.
• Ensure that all facilities, supplies and services for the regional office are in place and maintained; this is to include the communication network water, electricity and fuel where appropriate.
• Prepare weekly working schedule for the drivers.
• Keep track of equipment movements and maintain receiving.
• Supervise the Logistic support Staff Including drivers, and cleaners; issuance vouchers;
• Ensure the FAR owned vehicle movement guidelines are implemented and keep vehicle files for all documentations for each vehicle and make sure that the vehicle daily logbook is maintained
• Review and amend logistic procedures including and develop logistics SOP together with Logistic Manager.
• Prepare the vehicle/generator services schedule for maintenance;
• Perform additional duties as required by the Procurement/Finance Officer and PM.
• Manage and execute local procurement and oversee logistics and procurement in Khartoum Office.
• Assist the Khartoum office Operations Officers with regular visit to the sub officers to oversee the control of their stores and logistics systems.
• Assist in the creation and implementation of stores facilities, stores register, inventory and other basic logistics systems for sub offices.
• Keep and update the regional Inventory and supply filing systems, and maintain records of FAR stores and equipment Issued to contractors.
• Monitor fuel and mileage reports and compile monthly summary report in a timely and accurate manner.
• Maintain the storekeeping accurate records and regular monthly inventory lists, and initiating procurement of consumables when needed.
• Keep an up-to-date inventory of assets in Khartoum.
• Assist in procurement activities as required by Logistics Manager. Analyse the purchase request from the user departments and determine the appropriate method of procurement, Quotation, Tender and Request for Proposal. Provide assistance to user departments, when required, in the preparation of specifications, etc
• Coordinate the preparation of the procurement documents, utilizing sound sustainable procurement practices, while adhering to corporate policies and government legislation prior to issuing the public tender.
• Identify opportunities for collaboration with the government and other public sector entities, for greater consistency and efficiencies in the Procurement process.
• Schedule, organize and facilitate Job-Site and/or Pre-Bid meetings related to Quotations, Tenders and Proposals.
• Issue Addendums to Quotations, Tenders and Proposals, as required.
• Attend and preside over public openings of Tenders, Proposals and Quotations.
• Conduct an in-depth analysis of all bids received in response to each Tender, Proposal and Quotation to identify the response that best meets the needs of the user department and is consistent with the terms and conditions of public or private sector procurement policy. Prepare recommendation for award. Provide supplier debriefing sessions, when requested, with unsuccessful respondents.
• Involvement in preparation of contracts and tender awards that may be confidential or sensitive information related to property or personnel, or legal implications.
• Full compliance of administrative & logistics activities with FAR and other NGO rules, regulations and strategies.
• Provision of inputs to preparation of administrative team result-oriented work plans.
• Contacts with visitors and staff, arrangement of appointment and meetings, acting as interpreter when required and/taking minutes.
• Compilation and preparation of briefing and presentation, speeches, background information and documentation for meetings and missions.
• Translation of small correspondence, when needed.
• Keep and update the regional inventory and supply filling systems;
• Keep separate record for equipment to be submitted for disposal to the equipment survey board.
• Ensure that all facilities, supplies and services for the regional office are in place and maintained; this is to include the communication network water, electricity and fuel where appropriate.
Prepare weekly working schedule for the drivers.
• Keep track of equipment movements and maintain receiving.
Supervise the Logistic support Staff Including drivers, and cleaners; issuance vouchers;
• Ensure the FAR owned vehicle movement guidelines are implemented and keep vehicle files for all documentations for each vehicle and make sure that the vehicle daily logbook is maintained
• Review and amend logistic procedures including and develop logistics SOP together with Logistic Manager.
• Prepare the vehicle/generator services schedule for maintenance;
• Perform additional duties as required by the Procurement/Finance Officer and PM.
• Manage and execute local procurement and oversee logistics and procurement in Khartoum Office.
• Assist the Khartoum office Operations Officers with regular visit to the sub officers to oversee the control of their stores and logistics systems.
• Assist in the creation and implementation of stores facilities, stores register, inventory and other basic logistics systems for sub offices.
• Keep and update the regional Inventory and supply filing systems, and maintain records of FAR stores and equipment Issued to contractors.
In-charge in Warehouse (Dry/Fresh goods).
Organize the picking and packing of goods for UN Contangent.
Responsible to prepare documents relating to items that are not in stock and compliant goods.
Make sure that stock rotation (FIFO) is observed.
Responsible to prepare substitution list and forward to Sr. Warehouse Manager.
Responsible for loading the goods for the delivery to the UN Contingent.
Paying attention to compliancy of product which include :
☆ Size & Packaging compliance as per packing list.
☆Labeling compliance.
☆ Date compliance
Indicate in packing list problem relating to compliancy of products.
Make sure every container that is empty is singed and posted immediately.
Make sure Warehouse is cleaned and locked after the day's job.
Logistics Materials & Supply Chain Management
Logistics Materials and Supply chain Management