Logistics Officer

Objective 1

Base Management

Tasks & responsibilities

·         To ensure the smooth logistical running of the base under the supervision of the Deputy Field Co/ Base in charge.

·         To ensure the facilities are up to Action Against Hunger standards, Office, Ware house, Guest House, Parking Lot.

·         To ensure that all the electricity work in properly with support of back up generator.

·         To identify the supplier for the proper base running thats includes, Plumber, electritian and carpenter and other related to the office matiance.

·         Contract Management of all the lease facilities

·         AOB

·         To act as Office in charge in case of absence of Deputy Field Coordinator/ base in charge.

Objective 2

Equipment Management

Tasks & responsibilities

·         Respect Action Against Hunger physical equipment management requirements (organisation, cleaning, ventilation, protection from external elements, etc.).

·         File all user’s manuals, equipment cards, and maintenance and repair records.

·          Be accountable at all times for all items in the office and compound that are under his/her responsibility.

Objective 3

Fleet Management

Tasks & responsibilities

·         To regulate the use of vehicles.

·         Supervising and planning vehicle allocation in order to optimally serve the needs of the program with support of fleet assistant.

·         Monitoring the fuel consumption of Action Against Hunger vehicles and the skills of the drivers.

·         Actively enforce the driver regulations and Action Against Hunger SOP’s.

·          Detail survey of the project intervention to find out the feasible options for fleet and share the report with Logistics Manager.

Objective 4

Supply Chain Management

Tasks & responsibilities

·         Review and confirm all procurement requests before processing;

·         Coordinate with Field CO and program managers during request preparation;

·         Ensure that PR includes all required specifications and supporting documents;

·         Facilitate Program department in making Procurement request;

·         Collect information from procurement request for request for Quote, prepare assessment table and obtain approval according to ACTION AGAINST HUNGER Standards procedures.

·         Arrange Procurement Committee Meetings with consultation with Deputy Field CO for bidding, taking minutes of meeting during and recording of discussions & recommendations made by the committee.  

·         Ensure that all documentation required as per contract is provided by both parties;

·         Organize any joint visit between ACTION AGAINST HUNGER and contractor to the delivery sites with Consultation with Field CO and Program head at base.

·         Collect and review all delivery documentation; Prepare payment transaction according to delivery and contract payment terms.

·         Facilitate the purchase and delivery of all necessary supplies to the base, including regular travel to various Markets for procurement of supplies.

·         Collaborate with the Fleet & Stock Assistant to ensure accurate reporting of all stock

·         Will update the PFU accordingly.

·         Assist in day to day logistics task as assigned by Deputy Field Co.

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Objective 5

Security Management

Tasks & responsibilities

·         Monitors, regulates and controls the protection of ACTION AGAINST HUNGER property under the supervision of the Log Manager and in close coordination with the Base Security Officer

·         Reports on security issues and security personnel performance to the Security coordinator / Deputy Field Co.

·          Reports immediately in case of serious incidents

Objective 6

Reporting

Tasks & Responsibilities

·         Submit a monthly updated Fleet Plan, Equipment List to the Deputy Field Co and Log CO. Fill the price list when purchasing and preparation of quotations

·         Consolidate and Submit a monthly Equipment list, Fuel Consumption report for vehicle and Generators to the Deputy Field Co and Logistics Coordinator.

·          Submit weekly Logistical updates (narrative) for the Weekly Situation Report to the Deputy Field CO.

Objective  7

General

Tasks & Responsibilities

·         To perform any other duties as requested by the Deputy Field CO and Logistics Coordinator.

·         To supervise and support all logistic personnel working for ACTION AGAINST HUNGER within the base.

·         To establish and maintain good contacts with suppliers, government offices, UN agencies and other NGOs with regards to logistical matters.

·         In case of war, civil disturbance or arbitrary malicious intent, in consultation with the Log Manager/Field Coordinator/Logistics Coordinator, communications and other capital equipment, either by disabling it, hiding it, or by driving it to safety, under the condition that this effort does not jeopardise the personal safety of any staff involved.

·         To organise all logistics processes, including warehousing, communications and transport, as well as the related administrative procedures, for ACTION AGAINST HUNGER operations.

·         To implement and monitor logistics systems, in accordance with ACTION AGAINST HUNGER policies and procedures.

Base Logistician is required to:

·         Inform the Log Manager/ Log Co of any Professional problems encountered.

·         Conduct all duties in a professional manner following ACTION AGAINST HUNGER staff regulations and charter.

·         Be flexible and adaptable with regards to the implementation of the daily work.

INTERNAL & EXTERNAL RELATIONSHIP

Internal

Log Coordinator: -  Hierarchical relationship – exchange of information

Deputy Field CO: Hierarchical relationship – exchange of information

Base Fleet / Stock Assistant:  Direct Supervision - hierarchical relationship – exchange of information

Programme staff, Capital Office Staff, Security Officer, Log Manager, Field Co

External

Local Government officers, other NGO's, UN Agencies, suppliers, contractors

REPORTING RESPONSIBILITIES

·          Monthly Log reports.

·          Weekly updates of procurement

·          Security Incident listing report