Logistics Officer

[Sinjar,Iraq ]

What PAH is about:

Polish Humanitarian Action (PAH) is a non-governmental organization. For 25 years, we have been providing relief in emergencies worldwide. We also run missions in several countries in crisis. Our interventions – of both humanitarian and development character – have been carried out in 44 countries so far. We concentrate on ensuring sustainable and stable development of regions suffering the consequences of war and/or natural disasters. We possess long-standing expertise in Water, Sanitation and Hygiene (WASH), but also implement projects in Food Security and Livelihoods (FSL), as well as Nutrition and Education. For more information, please refer to www.pah.org.pl.  

 

PAH in Iraq:

We returned to Iraq at the end of 2016 to respond to the needs of the civilian population caused by the fighting in Mosul. In 2017 PAH reached in total 53 000 beneficiaries with emergency assistance in Mosul and Erbil Governorate. 

PAH’s current activities in Iraq include:

• swift reaction to the humanitarian crisis in Iraq.
• improvement of quality of all actions, assuring more adequate humanitarian response, following humanitarian standards and requirements of local communities.
• response based on complementary programs and projects which are created in coordination with local authorities and local communities.
• support of Iraqi employees in the improvement of personal potential and professional capacity.

 

 

Who PAH is looking for:

PAH in Iraq is looking for a Logistics Officer who will undertake duties and responsibilities related to the below responsibilities in the PAH Sinjar office. 

 

Logistics and Coordination

• Managing of all logistics operations related to programme activities including but not limited to: procurement, transport, distribution, warehousing, management of vehicles and assets
• Implementing emergency preparedness operations in scope of logistics
• Cooperating closely with the logistics in the country office and programme and operations personnel
• Coordinating closely with security personnel in planning and managing of daily ground movement and coordinating and implementing access procedures

Procurement and Tenders

• Ensuring strict compliance of procurement and tender activities with PAH and its donors policies, regulations and procedures
• Developing best practices to improve the quality and transparency of procurement processes in the PAH field in accordance to PAH manuals
• Supporting the program departments to develop procurement plans for their projects and making sure that they are regularly updated
• Organizing procurement and tender processes including preparation of procurement documentation
• Negotiating conditions of contracts
• Verifying that purchases are cost effective and based on market prices
• Making sure to update the procurement tracker on daily basis
• Maintaining the supplier data base and making sure it is updated
• Analysing the procurement processes including identification of challenges in operations and developing lessons learned
• Ensuring timely delivery of procured supplies and materials, including tracking procurement status, payments and warehouse work (when applicable)
• Ensure templates and procedures are up to date

Assets

• Preparing and maintaining assets registry and inventory
• Responsible for managing and tracking all assets and inventory in line with PAH policies and procedures and donor requirements
• Record all damage/faults/ loss of assets and arrange repair of disposal in accordance with procedures
• Manage any warehouse or stock in line with PAH policies and procedures ensuring accurate tracking, security and filling of all paperwork

Fleet

• Manage the fleet in accordance with PAH logistics and security policies and procedures
• Verifying in coordination with security personnel whether the vehicles meet the safety standards and are adequately equipped
• Following laws and regulations with regard to road movement and vehicle maintenance
• Verifying the actual movement against the submitted logbooks
• implement the PAH vehicle booking process
• Ensure Joint movement planning with all staff for affective use of the fleet
• Train all staff and contract drivers on PAH drivers policy and fleet management tools
• Manage fleet service contract and ensuring completion of all paperwork and timely payments
• Arrange ad-hoc vehicle rental as required to support the delivery of the programme
• Complete monthly fleet reporting as required
• Conduct daily and monthly check on vehicles and making sure they are functional as per PAH security manual

stock and asset movement

Planning and coordinating transportation of materials including preparations of trucks and ensuring the offloading of items and waybills

Documentation

• Ensuring that all the logistics documentation is complete and in line with PAH internal regulations, with particular attention to procurement and tender documentation as well as assets management documentation
• Maintaining storage of logistics documentation in both hard copies and electronic versions

Audit Functions

• Verifying the adherence of processes to PAH policies, regulations and procedures with regard to procurement, tender, warehousing (when applicable) and assets management

General

• Attend all staff meetings and provide updates on activities
• Support all staff in following PAH logistics policies and procedures and train them
• Develop a weekly and monthly work plan
• Prepare and send monthly and quarterly logs report

 

 

 

• A Bachelor’s degree in logistics, supply chain management, procurement, or related fields is required. A Master’s degree would be an asset.
• At least 2 years of professional experience in working with NGOs / INGOs in a similar position.
• Languages: Excellent command of English and Arabic
• Strong writing skills
• Strong analytical skills
• Strong communication skills
• Strong organizational skills, accuracy, and attention to detail
• Ability to work effectively under pressure in a fast pace environment
• Ability to work independently
• High ethical standards
• High cultural awareness and ability to work well in an international environment with persons from diverse backgrounds and cultures
• Excellent command of Microsoft Office – Word, Excel, PowerPoint, Outlook

 

 

What PAH offers:

 

• Friendly and cooperative working atmosphere with development possibilities;
• A full-time contract for 12 months with a 3-month probationary period, subject to approved funds.
• Medical insurance;