Logistics Officer at WeWorld March, 2023

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Position: Logistics Officer – various locations

Reporting Relationship: Country Logistics Manager/Coordinator

Location: to be defined according to needs – MEA and AFRICA

Type of contract: 6 months renewable

Starting date: according to programme needs

Gross Salary: to be defined according to the candidate’s profile and WeWorld Compensation Policy

Application deadline: 02/04/2023

General Description

WeWorld is an independent Italian organization that has been working in international cooperation and humanitarian aid for 50 years. It supports people in overcoming emergencies, and it strives to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. WeWorld works in 27 countries around the world, including in Italy, with more than 120 emergency, humanitarian aid and development projects. Its activities mainly involve women, girls and young people, actors of change in every community for a fairer and more inclusive world.

The organization operates in several natural and man-made crisis in various regions of the world. The emergency response, coordinated by the Humanitarian Aid Unit, is composed by multi-sectorial interventions comprising of WASH, EiE, CVA, Food Security, Protection, and others. The organization operates also in protracted crisis with provision of humanitarian aid through a prevention, emergency relief and rehabilitation approach.

Purpose of the Role

WeWorld opened this position for Logistic Officer to be deployed in one of the Countries where WeWorld projects are implemented. The listed candidates will be contacted for an interview for discussing the position, the needs and possible location.

Main functions and duties

Procurement:

Direct manage quick procurements and coordinate procurement functions with vendors and contractors
Identify potential, credible and competent vendors to deal with
Generates and remains up to date on a list of preferred suppliers
Support the unit in the preparation of tender dossier
Support the unit in the collection of offers
Supports the evaluation of bids and contract drafting
Ensure the Organization procurements are completed according to procedures at all times, and within the minimum timeframes
Keep records and maintain contacts with suppliers and conduct price comparisons in order to get the best value for money

Logistics

Support arrangement of the storage of humanitarian goods as necessary, follows-up and reports on inventory management and distribution, in cooperation with the Admin/ Logistics unit
Maintains an office filing system and assists in archiving, and maintains up-to-date electronic mailing lists
Ensure that all maintenance needs are met in a timely manner, with high quality works
Liaise with the Logistics and Procurement Manager to implement health and safety recommendations for the office, and in asset usage
Register new purchased assets/inventory, update Assets Registry, prepare assets transfer forms, and upload needed data on Organization system
Support in managing fleet of vehicles of the mission for planning and monitoring of vehicle movement
Support logistics officer in reconciliation of fuel invoices with fuel/logbooks before forwarding the invoice to Finance for payment
Fleet management: controlling fuel monthly reports, respect of internal protocol (daily disinfection of the vehicles, logbook well filled in, etc.)
Liaise with vehicles supplier for vehicle repair and maintenance

IT and Communication:

Support in managing database of all IT and Communication tools
Support in reviewing IT and Communication policies and SOPs
Assessment of IT and Communication equipment for performance and to prepare replenish board
Liaise with telecommunication service provider for invoice and perform invoice reconciliation before forwarding to Finance for payment

Internal Database

Maintain internal databases and files, keeps track of any contractual agreements, and the full documentation
Keeps clear and well-documented files and well-organized archives on operations: ledgers, requisition orders, release orders, stock /Bin cards, stock reports, loss adjustment reports, physical inventory

Data analysis

Researchers, retrieves and represents information from a variety of internal and external stakeholders on sources of supply, vendors

Specific project: the intern could implement specific projects within the Logistic Unit.

Job Specifications

Essential Requirements

Qualifications and Knowledge

Degree in Logistics, Supply Chain Management, social science, accounting or related field, or as alternative Certification or previous experience in development and humanitarian field
Fluency in English and French written and oral
Good knowledge of MS Office

Professional experience

At least six months of experiences in Development or Humanitarian projects
Knowledge of the main donors regulations (ECHO, UN, DEVCO, AICS)

Skills and Abilities

Strong capacity to adapt behavior to the needs of the situation in dynamic contexts, while dealing with different situations
Strong flexibility to work in structured and not-structured l team
Capacity to work under stress, autonomously and in problems prevention/resolution
Proven organizational skills and ability to effectively manage multiple tasks
Good communication, negotiation skills and sensitivity in dealing with clusters on critical issues
Strong organizational and problem-solving skills with analytic approach
Ability to integrate and work well within multi-ethnic and multicultural teams
Strong commitment to the Mission of WeWorld, genuine interest for humanitarian aid

Desirable requirements