REACH Iraq Logistics Officer

[Erbil,Iraq ]

Assignment

Under the direct supervision of the REACH Country Coordinator, the REACH Logistic Officer is responsible for the day-to-day management and coordination of the logistics in REACH’s office in Erbil (including Procurements, Property, Stock/Warehouse, IT management) as well as supporting on additional administrative tasks as required. The selected candidate will be highly proactive and able to work independently on a range of logistics tasks.

Functions

1. Procurement:

• Review REACH Order Forms for procurement, requesting clarifications from the requestor if the specifications are not clear, complete, or correctly authorized, and check all supporting documents has been provided. Explain any deviations to the requestor.
• Submit relevant Order Forms to IMPACT HQ in Geneva, and follow-up with HQ to ensure prompt procurement.
• Prepare order forms for Departmental Running Costs.
• Liaise with ACTED logistics department to maintain the Supplier Database for Erbil, identifying new sources for common commodities.
• Collect quotations from suppliers for REACH procurements, ensuring like-for-like specifications for comparison and organizing quality checks with the requestor.
• Prepare purchase documents (PMs/POs/Contracts) for REACH purchases for review by the procurement committee, typically not more than $10,000.00 per contract.
• Follow-up on open procurement with the requestor.
• Develop and maintain an inventory of the status of all previous and active procurement requests, to ensure that all requests are filled within the required timeframe and status updates are readily available for all staff.
• Ensure 100% of procurement documentation is correctly filed in hard-copy and electronic-copy and registered on the Order Form Follow-Up (OFFU).

2. Maintenance

• Arrange regular preventative maintenance for REACH/IMPACT assets according to the manufacturer’s recommendations, in coordination with ACTED logistics.
• Coordinate with ACTED logistics department to ensure the maintenance of the REACH premises (offices, guesthouses) through the planning of the handy man.

3. Stock

• Prepare Stock Reception Forms (STO-05) upon receipt of deliveries to REACH Office in Erbil, as well as Packing Lists (DEL-01), Waybills (DEL-02) and Stock-Exits (STO-03) as needed.
• Carry out monthly inventory and forecast bulk-stock requirements for stationary, kitchen supplies, and other office equipment.

4. Filing

• Create separate folders for each reporting document and file 100% of hard-copy documentation for each REACH procurement.
• For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on ACTED’s database.
• Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules.
• Support on final reports or inventories based on donor requirements.

5. IT Management

• Register 100% of the assets used by REACH staff, in asset reporting tools for the ACTED assets, in the assets follow up for IMPACT assets.
• Liaise with IMPACT HQ for accurate reporting of all assets issued outside of country.
• Register 100% of the assets in the REACH premises across the country, and maintain an up to date inventory of all IT assets at all times, including what has been issued to who, and the status of each asset.
• Ensure 100% of the documentation for the asset’s management, assets reception forms and exit forms for REACH staff.
• Prepare and execute a full maintenance schedule for all REACH and IMPACT Assets in country, liaising with ACTED IT, IMPACT HQ and suppliers where necessary.

6. Reporting

• Register 100% of new orders for REACH on the Capital Order Form Follow-Up (OFFU), and record the progress of each procurement until the completed file is transferred to Finance for payment.
• Send the OFFU to the REACH staff, ACTED Logistics Team each Thursday.
• Preparing the Monthly Stock Inventory Report (STO-02) and Stock Inspection Report (STO-04) for REACH assets
• Preparing the monthly asset follow up for REACH assets

7. Administrative support

• Serve as the primary focal point between REACH staff and the ACTED logistics team for all queries and logistics follow-up.
• Support on coordinating submission of REACH national staff Attendance Sheets to ACTED HR.
• Support on coordinating submission of IMPACT international staff Attendance Sheets to IMPACT HQ.
• Work independently to improve the logistics and administrative procedures of REACH Iraq.

 Nature of the Job

• Working hours are determined with the contract.
• Working days can include public holidays. Although no staff are required to work during this period the needs remain and flexibility is appreciated.  In particular, the Logistics Officer may on occasion work outside normal hours to support transport coordination (Sunday-Thursday, or occasional weekends with the prior approval of the Country Logistics Manager, HR Manager and Coordination).
• Staff attendance is monitored and staff who do not attend on time or at all can be subject to disciplinary procedures.
• Staff roles are defined in the ToR however staff can be required to fulfil other roles or duties according to the operational or strategic needs of REACH. These duties will be defined by the line or technical manager.

Assignment

Under the direct supervision of the REACH Country Coordinator, the REACH Logistic Officer is responsible for the day-to-day management and coordination of the logistics in REACH’s office in Erbil (including Procurements, Property, Stock/Warehouse, IT management) as well as supporting on additional administrative tasks as required. The selected candidate will be highly proactive and able to work independently on a range of logistics tasks.

Functions

1. Procurement:

• Review REACH Order Forms for procurement, requesting clarifications from the requestor if the specifications are not clear, complete, or correctly authorized, and check all supporting documents has been provided. Explain any deviations to the requestor.
• Submit relevant Order Forms to IMPACT HQ in Geneva, and follow-up with HQ to ensure prompt procurement.
• Prepare order forms for Departmental Running Costs.
• Liaise with ACTED logistics department to maintain the Supplier Database for Erbil, identifying new sources for common commodities.
• Collect quotations from suppliers for REACH procurements, ensuring like-for-like specifications for comparison and organizing quality checks with the requestor.
• Prepare purchase documents (PMs/POs/Contracts) for REACH purchases for review by the procurement committee, typically not more than $10,000.00 per contract.
• Follow-up on open procurement with the requestor.
• Develop and maintain an inventory of the status of all previous and active procurement requests, to ensure that all requests are filled within the required timeframe and status updates are readily available for all staff.
• Ensure 100% of procurement documentation is correctly filed in hard-copy and electronic-copy and registered on the Order Form Follow-Up (OFFU).

2. Maintenance

• Arrange regular preventative maintenance for REACH/IMPACT assets according to the manufacturer’s recommendations, in coordination with ACTED logistics.
• Coordinate with ACTED logistics department to ensure the maintenance of the REACH premises (offices, guesthouses) through the planning of the handy man.

3. Stock

• Prepare Stock Reception Forms (STO-05) upon receipt of deliveries to REACH Office in Erbil, as well as Packing Lists (DEL-01), Waybills (DEL-02) and Stock-Exits (STO-03) as needed.
• Carry out monthly inventory and forecast bulk-stock requirements for stationary, kitchen supplies, and other office equipment.

4. Filing

• Create separate folders for each reporting document and file 100% of hard-copy documentation for each REACH procurement.
• For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on ACTED’s database.
• Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules.
• Support on final reports or inventories based on donor requirements.

5. IT Management

• Register 100% of the assets used by REACH staff, in asset reporting tools for the ACTED assets, in the assets follow up for IMPACT assets.
• Liaise with IMPACT HQ for accurate reporting of all assets issued outside of country.
• Register 100% of the assets in the REACH premises across the country, and maintain an up to date inventory of all IT assets at all times, including what has been issued to who, and the status of each asset.
• Ensure 100% of the documentation for the asset’s management, assets reception forms and exit forms for REACH staff.
• Prepare and execute a full maintenance schedule for all REACH and IMPACT Assets in country, liaising with ACTED IT, IMPACT HQ and suppliers where necessary.

6. Reporting

• Register 100% of new orders for REACH on the Capital Order Form Follow-Up (OFFU), and record the progress of each procurement until the completed file is transferred to Finance for payment.
• Send the OFFU to the REACH staff, ACTED Logistics Team each Thursday.
• Preparing the Monthly Stock Inventory Report (STO-02) and Stock Inspection Report (STO-04) for REACH assets
• Preparing the monthly asset follow up for REACH assets

7. Administrative support

• Serve as the primary focal point between REACH staff and the ACTED logistics team for all queries and logistics follow-up.
• Support on coordinating submission of REACH national staff Attendance Sheets to ACTED HR.
• Support on coordinating submission of IMPACT international staff Attendance Sheets to IMPACT HQ.
• Work independently to improve the logistics and administrative procedures of REACH Iraq.

 Nature of the Job

• Working hours are determined with the contract.
• Working days can include public holidays. Although no staff are required to work during this period the needs remain and flexibility is appreciated.  In particular, the Logistics Officer may on occasion work outside normal hours to support transport coordination (Sunday-Thursday, or occasional weekends with the prior approval of the Country Logistics Manager, HR Manager and Coordination).
• Staff attendance is monitored and staff who do not attend on time or at all can be subject to disciplinary procedures.
• Staff roles are defined in the ToR however staff can be required to fulfil other roles or duties according to the operational or strategic needs of REACH. These duties will be defined by the line or technical manager.

• Prior experience in Logistics, Procurement, or Supply Chain Management. Knowledge of the humanitarian sector and international experience would be an asset.
• Holding or working towards a qualification in logistics, procurement, supply chain management, business administration, or similar. Experience or knowledge of one or more of the following areas would be an additional asset: inventory and property management, technology, IT.
• Experience in basic IT maintenance would be a plus.
• Highly organized, detail-oriented, and able to prioritize tasks to meet deadlines.
• Diligent, dedicated, and able to see complex procedures through to completion.
• Able to communicate complex information clearly, with excellent interpersonal skills.
• Self-motivated, able to work independently or as part of a team.
• Fluent written and spoken English, Arabic and Kurdish.
• Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word).

Interested candidates can apply via the following link:

https://docs.google.com/forms/d/e/1FAIpQLSfAc2RyRmN0L06HJAPXX7hRibxTDfFjj9um5RQuWKeDS7t0ew/viewform 

Only shortlisted candidates will be contacted.

Only CVs in PDF format will be accepted.

Incomplete applications will not be considered.