People in Need
JOB OPPORTUNITY
Logistics Officer
Location: Kathmandu with frequent travels to the field
Reports to: Logistics Manager
Introduction
People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing and facilitating systemic solutions advocating for and addressing the needs of vulnerable populations affected by disasters including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance. PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, academia, private sector and other key stakeholders in Nepal. Together with them, PIN Nepal has been for example one of the pioneer organizations advancing programmes such as landslide disaster preparedness and anticipatory action, climate and flood resilient housing, durable local solutions, climate change modelling for more inclusive and efficient local decision-making, girls and inclusive education, waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.
Scope of Work
The Logistics Officer (LO) is member of support department who manages the logistics functions of entire country programme and its office in close coordination with programme managers, field office staff and other respective departments for the effective delivery logistics support functions. S/he will be managed procurement, fleet and office management functions and also supervised, logistics assistant, drivers and cleaners of country programme. The LC works closely with Logistics Manager and will be a in charge of various logistics duties related to PIN Nepal’s country program in line with logistics operating procedures. This includes but is not limited to the following roles and responsibilities:
Key Job Responsibilities
Procurement and supply management- 40%
- Managed purchasing functions of goods and services in compliance with PIN, donors and government regulations under supervision of Logistics Manager.
- Coordinate/Support to the programme team to raise and compile Purchase Request Form (PRF) to proceeds the procurement under the supervision of Logistics Manager.
- Lead to Request for Quotation (RFQ) and Tender documents in close coordination with Logistics Manager.
- Coordinate to build professional liaison and coordination with potential suppliers and collect quotations/bids as required.
- Assist the Logistics Manager in conducting market research and ensure best value for money while purchasing goods and services.
- Lead to update procurement status tracking sheet, supplier’s database and contracts regularly.
- Lead to prepare contract and purchase order for the procurement of goods and services.
- Managed to archive procurement documents in ELO/Navision regularly.
- Coordinate with programme team and support logistics manager for preparing Annual Procurement Plan (APP) and support to update them as required.
- Coordinate with finance, field programme team to sort out procurement related issues if any in close coordination with logistics manager.
Fleet (travelling, transportation) Management-30%
- Coordinate with programme Managers, Logistics Manager and other departments for fleet planning based on programme need.
- Lead to purchase vehicle services and mobilized them in a cost-effective way as per the need of the programme.
- Oversee, enough fleet are available, functional, and meets the quality standard of rented vehicles as agreed in the service contract.
- Oversee, all administration procedures are fulfilled by office as well as rented vehicle such as; Registration & renewable, third party insurance, valid bill book, valid license and pollution check certificate.
- Lead on conducting drivers’ orientation on PIN policies and procedures regarding fleet and vehicles.
- Manage daily fleet movement as per request in the basis of first come first serve and communicate to the staff on time.
- In charge of arranging vehicle, movement plan, movement tracking up and update vehicle movement planner and vehicle quality control checklist.
- Ensure that proper record system is in place like; vehicle log book, fuel log sheet, daily/weekly check-up with traveler signature as required.
- Oversee the fuel consumption and mileage record is properly maintained, analyzed and proceed for the payment.
- Coordinate with supplier and rented drivers for routine repairs and maintenance, replace of vehicle in case of requirement and settled the payment of rented drivers.
Office management-20%
- Manage domestic and regional Flight tickets as per the request of staff.
- Coordinate with staff/visitors and purchase hotel service for organizing the PIN events as per the requirement.
- Coordinate to arrange logistics for visitors and newcomers, including but not limited to the followings: flight tickets, local transportation, accommodation, phones, contact details, maps, etc.
- In charge of managing office buildings, its facilities and ensure that, they are working well.
- Lead to manage adequate and timely supply of stationary and other consumables items for office and kept in safe cupboard.
- Maintained proper record (ledger) for the consumable items in a real time basis and proceeds purchase if the stock reach to 20% balance.
- Support for organizing sitting arrangement, organize office equipment, furniture and non-IT equipment are in good working conditions at all times.
- Lead to manage office utilities, keep them functional and ensure that payment is being doing on time
Other -10%
- Adhere to PIN Code of Conduct and key policies including Child Protection Policy and Safeguarding Policy.
- Other tasks as assigned by line manager
Requirements
- Bachelor degree in management, social science and or any relevant areas.
- Ability to maintain good coordination and networking with suppliers, partners organizations, and consultants.
- Excellent communication skills; both Nepali and English Language.
- At least two years’ work experience in Admin/Logistics (Mainly in procurement, fleet and warehouse management) in I/NGOs sector.
- Sound Knowledge to operate Microsoft office package mainly excel.
- Ability to prioritize the work and willing to work in anticipated emergency situation.