Logistics and Operation Officer
Solidarities International
Total des années d'expérience :3 years, 6 Mois
• Ensure proper follow-up of storage/warehouse facilities, including monitoring product quality upon reception and during storage, paying attention to expiration dates.
• Collaborate closely with Program Managers & Logistics Managers to provide staff with requested materials from storage/warehouse facilities and support loading/unloading with daily workers.
• Supervise daily workers responsible for storage activities.
• Request necessary resources for storage/warehouse facilities, such as daily workers and transportation, based on program demands.
• Draft or complete dispatch and receipt documents according to Solidarities International standards.
• Monitor incoming and outgoing equipment/items/materials.
• Maintain updated inventory lists and participate in monthly inventories.
• Regularly monitor contracted storage/warehouse facilities, identify damages, and propose necessary repairs.
• Supervise cleaning and disinfection of storage/warehouse spaces.
• Ensure proper follow-up of deployed car fleet, including participating in fleet modifications, maintaining administrative documents, and monitoring safety equipment.
• Report abnormal fuel consumption and mileage data to the line manager.
• Supervise fleet focal point in drafting vehicle checklists and verify compliance with Solidarities International regulations.
• Organize vehicle movement schedule in collaboration with the Logistics Operation Manager.
• Monitor accurate record of vehicle fuel consumption and repair/maintenance cost. Submit monthly vehicle repair/maintenance cost to the Head of Logistics .
• Follow up all purchase requests from the project and find suppliers.
• Identifies, and evaluates vendors for quality and pricing in coordination with the project director.
• Contacts and negotiates with suppliers.
• Ensures that supplies and goods are obtained at the best possible prices.
• Provides all the required invoices, vouchers, quotations, and other documents which must comply with JRS Policies.
• Follow up the entire purchase process and ensure that the quality and quantities for delivered goods, matches with requested goods and the description field in the related supporting documents.
• Routine Follow-up of the condition of projects cars and provides all the required supplies and goods to ensure car maintenance, as well as invoices, vouchers, quotations, and other documents related to vehicles service.
• Responsible of Handling cash and money transfers.
• Follow up the entire Logistics errands in coordination with the project director.
• Organize and supervise procurement and logistics activities to ensure proper order supply proper for all projects.
• Examine purchase requests and coordinate with relevant departments to prepare tender documents, bids, proposals, scope of work, services of goods and equipment (e.g., RFQ, RFB)
• Source and evaluate suppliers and acquire quotations (i.e., medical commodities)
• Plan, manage, and coordinate IOCCs fleet activities according to staff need.
• Report mileage log sheets for all vehicles to the support services manager, including inspection list of all vehicles.
• Manage all activities related to warehouse keeping and oversee visitors including casual labor.
• Keep track of proper stacking and organization of warehouse stock to reduce the risk of damage during transportation.
• Track and document the release of good from the warehouse
• Ensure that a waybill is sent with the transporter and a receipt is sent back after items are delivered.
• Ensure item quality and quantity is maintained by performing stock checks and item counts.
• Assess the needs and oversee the installation of office equipment and utilities.
• Organize, schedule, and prepare meetings and support staff when needed (e.g., stationary, flip charts, refreshment, IDs, email access, etc.)
• Source and evaluate suppliers and acquire quotations (i.e., medical commodities)
• Assist in (Examining purchase requests and coordinating with relevant departments to prepare tender documents, bids, proposals, scope of work, services of goods and equipment) (e.g., RFQ, RFB)
• Develop and maintain a record filing system (i.e., archives, e-copies)
• Maintain and update contacts lists of all North office staff (e.g., phone numbers, emails, suppliers, and health centers)
• Take charge of petty cash and submit and reconcile expense reports on weekly basis.
• Participate in inventory count of warehouse items.
• Prepare stock request forms, included approvals, reception, and delivery.
• Ensure that refreshments and health commodities are stored in good condition in terms of temperature, expiry date and quality.
• Provide general support to visitors.
• Supervise office cleaners and ensure proper disinfection.
• Operate IOCC vehicles as assigned by supervisor.
• Maintain vehicle log sheets in accordance with policies/regulations.
• Check the vehicle conditions after each trip/routinely - report needs and problems to transport management.
• Adhere to all safety and communication protocols as advised by IOCC and supervisor.
• Take responsibility for the safekeeping of all vehicle equipment, tools, first aid kits, spares, etc.