Logistics Assistant

Job title: Logistics Assistant
Reporting to: Manager, Operation Officer.
Employment Band: B.1
Management or Non-Management: Management
Direct reports: Operation Officer, ASO Director.
Technical reports: Operation Officer ,ASO Director. Unit/department: Logistics
Location: Mosul – Zummar
Authorization level: ASO Director .

Job brief:

The Logistics Assistant assists the Finance & Logistics Coordinator to ensure the smooth running of day-to-day logistics activities of the Success Horizon Organization for Development (ASO), in accordance with established policies and procedures. The Logistics Assistant is responsible for carrying out procurement activities, tracking stocks and assets, overseeing drivers and transport needs of staff, ensuring that offices and training centers are well maintained, and that staff have what they need to carry out program activities in a timely, efficient manner.

Responsibilities:

Procurement:

• Carry out procurement tasks and prepare all required procurement-related documentation in accordance with established policies and procedures and donor requirements.
• Identify sources for supplies and services, send out requests for quotations and provide full analysis of comparative prices for approval by authorized budget holders.
• Complete all procurement documents in a timely and accurate manner (purchase requisition forms, requests for quotations, purchase orders, goods received notes, delivery notes, etc.)
• Liaise with Finance Coordinator to confirm budget availability, budget coding and payment details.
• Draft Purchase Orders and Service/Supply Contracts for review by the Finance & Logistics Coordinator and approval by the Director.
• Monitor service contracts to ensure timely delivery of goods and services and ensure timely processing of payments to vendors/contractors for goods and services received.
• Develop and maintain a database for suppliers /vendors for reference purposes and conduct regular market surveys on prices.
• Provide quality assurance on supplies and ensure that Success Horizon Organization for Development (ASO) is getting “value for money” in all its purchases and services.
• Work closely with program teams to develop and implement an annual procurement plan to ensure timely delivery of needed goods and services to field sites and the head office.organising staff training sessions and activities.
• monitoring staff performance and attendance.
• advising line managers and other employees on employment law and the employer’s own employment policies and procedures.
• negotiating salaries, contracts, working conditions or redundancy packages with staff
and representatives.

General Logistics:

• Track utility usage and payments for ASO offices and training centers (electricity, water, maintenance fees, generators, garbage, internet service, etc.) and prepare payment requests in the financial system as per respective contracts and invoices.
• Ensure that any repair and maintenance needs of the offices and training centers are addressed in a timely, efficient manner.
• Distribute monthly phone cards to eligible staff, ensure that logsheet is duly signed and documents are submitted into the financial system.
• Maintain an efficient filing system for procurement and logistics documents.
• Prepare monthly reports on procurement and logistics functions and keep supervisor informed of any challenges or issues.

Asset & Stock Management

• Maintain the (ASO) Asset Register, with itemized list of all assets and inventory at all country office locations and ensure that complete and accurate information is recorded for each item at all times.
• Assign asset ID numbers and affix asset tags to all newly purchased assets.
• Prepare for periodic inventory checks and physical verification of items at least twice a year (to be performed by a committee).
• Ensure proper inventory control to prevent against loss, damage or theft of stock.
• Track the movement and condition of assets in all ASO offices and training centers, ensuring that staff sign the “Property Assignment Form” for any items individually assigned to staff and that forms are filed and correctly updated as staff depart/items change hands.
• Ensure that disposal of obsolete or damaged assets is properly approved and documented, according to ASO policy guidelines and donor requirements, as applicable.
• Maintain an efficient system of tracking and replenishing office supplies, cleaning supplies, and other stock and storage facilities at the offices and training centers.
• Ensure that all goods received are recorded, stored and allocated in accordance with the established procedures.
• Ensure the timely and efficient delivery of goods and supplies to field sites.

Transport Management

• Facilitate the contracting of vehicles and drivers as instructed by supervisor and HR & Admin Manager.
• Coordinate closely with program teams to ensure efficient planning of daily transport needs.
• Oversee the day-to-day work of drivers, ensure that drivers follow all safety and security procedures and that drivers maintain their vehicles to expected standards.
• Oversee usage protocol of all vehicle tracking devices and report any serious incidents immediately to the supervisor and HR & Admin
• Oversee the rental of vehicles when necessary and according to established procurement procedures.
• Ensure safe and adequate transport provision to all international staff and visitors.

Job title: Logistics Assistant
Reporting to: Manager, Operation Officer.
Employment Band: B.1
Management or Non-Management: Management
Direct reports: Operation Officer, ASO Director.
Technical reports: Operation Officer ,ASO Director. Unit/department: Logistics
Location: Mosul – Zummar
Authorization level: ASO Director .

Job brief:

The Logistics Assistant assists the Finance & Logistics Coordinator to ensure the smooth running of day-to-day logistics activities of the Success Horizon Organization for Development (ASO), in accordance with established policies and procedures. The Logistics Assistant is responsible for carrying out procurement activities, tracking stocks and assets, overseeing drivers and transport needs of staff, ensuring that offices and training centers are well maintained, and that staff have what they need to carry out program activities in a timely, efficient manner.

Responsibilities:

Procurement:

• Carry out procurement tasks and prepare all required procurement-related documentation in accordance with established policies and procedures and donor requirements.
• Identify sources for supplies and services, send out requests for quotations and provide full analysis of comparative prices for approval by authorized budget holders.
• Complete all procurement documents in a timely and accurate manner (purchase requisition forms, requests for quotations, purchase orders, goods received notes, delivery notes, etc.)
• Liaise with Finance Coordinator to confirm budget availability, budget coding and payment details.
• Draft Purchase Orders and Service/Supply Contracts for review by the Finance & Logistics Coordinator and approval by the Director.
• Monitor service contracts to ensure timely delivery of goods and services and ensure timely processing of payments to vendors/contractors for goods and services received.
• Develop and maintain a database for suppliers /vendors for reference purposes and conduct regular market surveys on prices.
• Provide quality assurance on supplies and ensure that Success Horizon Organization for Development (ASO) is getting “value for money” in all its purchases and services.
• Work closely with program teams to develop and implement an annual procurement plan to ensure timely delivery of needed goods and services to field sites and the head office.organising staff training sessions and activities.
• monitoring staff performance and attendance.
• advising line managers and other employees on employment law and the employer’s own employment policies and procedures.
• negotiating salaries, contracts, working conditions or redundancy packages with staff
and representatives.

General Logistics:

• Track utility usage and payments for ASO offices and training centers (electricity, water, maintenance fees, generators, garbage, internet service, etc.) and prepare payment requests in the financial system as per respective contracts and invoices.
• Ensure that any repair and maintenance needs of the offices and training centers are addressed in a timely, efficient manner.
• Distribute monthly phone cards to eligible staff, ensure that logsheet is duly signed and documents are submitted into the financial system.
• Maintain an efficient filing system for procurement and logistics documents.
• Prepare monthly reports on procurement and logistics functions and keep supervisor informed of any challenges or issues.

Asset & Stock Management

• Maintain the (ASO) Asset Register, with itemized list of all assets and inventory at all country office locations and ensure that complete and accurate information is recorded for each item at all times.
• Assign asset ID numbers and affix asset tags to all newly purchased assets.
• Prepare for periodic inventory checks and physical verification of items at least twice a year (to be performed by a committee).
• Ensure proper inventory control to prevent against loss, damage or theft of stock.
• Track the movement and condition of assets in all ASO offices and training centers, ensuring that staff sign the “Property Assignment Form” for any items individually assigned to staff and that forms are filed and correctly updated as staff depart/items change hands.
• Ensure that disposal of obsolete or damaged assets is properly approved and documented, according to ASO policy guidelines and donor requirements, as applicable.
• Maintain an efficient system of tracking and replenishing office supplies, cleaning supplies, and other stock and storage facilities at the offices and training centers.
• Ensure that all goods received are recorded, stored and allocated in accordance with the established procedures.
• Ensure the timely and efficient delivery of goods and supplies to field sites.

Transport Management

• Facilitate the contracting of vehicles and drivers as instructed by supervisor and HR & Admin Manager.
• Coordinate closely with program teams to ensure efficient planning of daily transport needs.
• Oversee the day-to-day work of drivers, ensure that drivers follow all safety and security procedures and that drivers maintain their vehicles to expected standards.
• Oversee usage protocol of all vehicle tracking devices and report any serious incidents immediately to the supervisor and HR & Admin
• Oversee the rental of vehicles when necessary and according to established procurement procedures.
• Ensure safe and adequate transport provision to all international staff and visitors.

Experience and competencies:

• Experience of at least one year in Procurement and Supply Chain procedures.
• Experience of at least one year in the field of working with humanitarian organizations.
• Proven experience as Procurement and Supply Chain procedures position
• Knowledge of Procurement and Supply Chain procedures functions.
• Understanding of labor laws and disciplinary procedures.
• Proficient in MS Office; knowledge of HRMS is a plus.
• Outstanding organizational and time-management abilities.
• Excellent communication and interpersonal skills.
• Problem-solving and decision-making aptitude.
• Strong ethics and reliability.

Education:

• BSc/BA in business administration, social studies or relevant field; further training will be a plus.

Languages:
• English
• Arabic
• Kurdish

While this vacancy is open to both Internals and Externals, priority shall be given to qualified Internal applicants.

Interested candidates are invited to submit their applications via this link:

https://forms.gle/xk7B28FnMpLbm7Ss7 

 

In order for an application to be considered valid, ASO only accepts online profiles duly completed. Only shortlisted candidates will be contacted.