JOB DESCRIPTION
Logistics Officer

Issued on
05/12/2017

Issued by
Head of Mission

Category
Officer and Specialist

Level
SB

Country and Base Assignment: Bangladesh, Cox’s Bazar

The Logistics Officer will implement and supervise all logistics operations at his/her assigned base.
He/she will assist the logistic coordinator in the implementation of safety rules.

Supply Management

• Carry out a purchasing environment analysis at the local level
• Supervise the update of price lists and supplier files
• Manage the PUI purchasing procedures and those from donors funding the programs.
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Receive, approve and process requests for quotes and purchase requests
• Ensure that budgetary lines related to logistics are monitored and observed
• Supervise the preparation of purchasing documents and draft the contracts 
• Participate in the drafting the call for tenders
• Supervise purchasing, ensuring that approval rules and procedures are observed
• Select suppliers and negotiate prices, deadlines and delivery methods
• Ensure that purchasing documents are complete and archived in keeping with PUI procedures

Vehicle Fleet Management

• Negotiate vehicle rental contracts
• Supervise the planning and execution of maintenance and repair work on mission vehicles
• Establish vehicle movement schedules
• Ensure that a complete breakdown kit is available on board all vehicles
• Permanently ensure that all drivers have received general training and carry out regular testing
• Ensure that drivers are aware of their obligation to adhere to PUI safety rules and procedures
• Check that vehicle log books are in place and are used correctly
• Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded
• Prevent the misappropriation of fuel and spare parts
• Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored

Equipment/Telecommunications Management

• Ensure that all assets affected are properly identified and registered in compliance with PUI procedures and donor guidelines
• Update inventory in real time
• Optimize distribution of materials according to task needs
• Organize the installation, safe-guarding and monitoring of materials
• Install communication means and ensure that they are regularly maintained
• Train teams in the use of these communication means

Management and Monitoring of IT Equipment

• Implement backup and data-protection procedures
• Ensure the maintenance and correct use of IT equipment
• Provide technical assistance to teams and organize training sessions

Supplies Management

• Select storage locations and create a plan for the development and security of these sites
• Ensure material is stored under suitable conditions and monitor expiration dates
• Ensure procedures are followed as stock is checked in and out
• See that all documentation linked to stock is complete and correct
• Supervise monthly physical stock inventory

Human Resource Management

• Analyse and quantify logistics personnel needs
• Participate in the recruitment process of, train and supervise the logistics team
• Conduct performance reviews for members of the logistics team
• Organize formal team meetings at regular intervals

Security

• Implement team safety measures as determined by the coordination team
• Train teams in safety rules and procedures
• Pass on any security-related information to his/her line manager

Reporting/Capitalization

• Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
• Ensure that Purchase Files are monitored and that the status of each order is given to the person waiting
• Consolidate logistics packs monthly and pass on to the logistics coordinator
• Provide the logistics coordinator with all information needed to draft intermediary and final reports
• Pass on purchasing reports for closed programs to the coordinators at the established frequency

• Line manager:  Emergency Coordinator
• Technical supervisor:  Logistics Coordinator
• Management: 1 staff (Field Logistician)

• Language skills: Fluent in English, and Bangla
• Computer Skills:  Proficient user of MS office (including Word, Excel, Outlook, PowerPoint)
• Education degree: Logistics degree recommended
• Work experience:

  Significant experience in logistics activities is required
  Previous experience in an NGO is required
  Previous experience in team management is a strong asset

Other requirements

• Commitment to the NGO values and principles
• Excellent knowledge Cox’s Bazar District, willing to travel locally
• Teamwork and team management
• Stress Management and flexibility
• Diplomacy and problem solving
• Rigor and organisation
• Honesty

All-inclusive between: 66900 – 76900 BDT