Logistic Assistant

INTERSOS is a non-profit humanitarian aid organisation that works to bring assistance to people in danger, victims of natural disasters and armed conflicts. Established in 1992 with support from the Italian Federation of Trade Unions, its actions are based on the values of solidarity, justice, human dignity, equal rights and opportunities for all people and respect for diversity and coexistence, paying particular attention to the most vulnerable and the unprotected.

INTERSOS identifies with the core values of CONCORD, the European Confederation of NGOs; it adheres to international codes of conduct for humanitarian organisations and the values and principles expressed within those codes. INTERSOS is recognised by the Italian Ministry for Foreign Affairs, the European Commission and the principal UN agencies; it is privileged to hold an advisory status with the United Nations Economic and Social Council (ECOSOC).
INTERSOS is an independent association which, through its own humanitarian operators, intervenes to effectively answer the needs of people in serious crises situations, mainly in the world's poorest regions, who are suffering, deprived of rights, dignity and essentials goods. It maintains a flexible operating structure. The head office in Italy coordinates, supports and monitors the planned activities in the countries of intervention carried out by decentralised offices.

Job Purpose:

The Logistics Assistant is responsible for procurement process of relevant base, such as preparing contracts, gathering quotations, and suppliers pre-qualifying. He/she is also responsible of asset management, stock inventory, and with main focus on fleet management as well as base and guest house maintenance. Moreover he/she assists in preparing monthly reports related to communication, fleet, assets, and procurement.

Generic Duties:

Logistics

1. Responsible for procurement procedures (contracts, quotations, appraisals of quality and price) for goods and services as per INTERSOS and donor requirements.
2. Negotiate and follow up and maintain good relationships with suppliers.
3. Run market assessments and update suppliers list per base in coordination with Logistics Coordinator and Admin/Finance department.
4. Handle vehicle service requests and ensures that the fleet is checked and maintained regularly.
5. Monitor fuel consumption limits and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates. Calculate the personal usage of fuel consumption.
6. Follow up on speeding tickets and scratches/accidents to collect the necessary payments in coordination with Admin and Finance.
7. Ensure that vehicles are insured accordingly and report any incident on a monthly basis.
8. Ensure proper documentation of the vehicle lease, insurance, ID, mechanical inspection, etc.
9. Handle vehicles driving permissions (updated) for related staff and ensure that all drivers have on their possession relevant driving documentation such as clean driving licenses.
10. Conduct a monthly physical inventory on all IT related assets in the base and centers.
11. Conduct a quarterly physical inventory on assets and furniture in the base and centers.
12. Responsible for  proper maintenance and track of assets and office equipments such as AC, Laptops, Printers, etc.
13. Routinely liaise with administration department, and logistic coordinator.
14. Monitor on weekly bases the requirements for the guest house and maintenance needed and follow up with expats on it.
15. Conduct induction for new staff on Car’s SOPs, and INTERSOS assets usage.
16. Prepare and send the monthly Logistics report to management.
17. Act as the logistics focal point in each base and relevant centers.
18. Perform any other related task requested by management.

Specific Duties:

(Can be adapted to the particularities of the job location and the requirement of the project. This section shall be revised whenever a new employee is hired).

1. Handle procurement related tasks (RFQ, Tender documents preparation, evaluation of supplier selection, etc..)
2. Ensure that all necessary documentation and donor filing is updated.
3. Follow up on centers needs and stock management
4. Requests and follow up on offices and centers needs in terms of stationary and office supplies.
5. Ensure visibility needs for projects.
6. Update IMP procurement related documents.
7. Follow up with Finance Department on pending payments on suppliers and ensure that payments are done on timely manner.
8. Support in Fleet management when required.

Competencies: (Knowledge, Skills & Abilities)

Professional Competencies:

• Minimum 2 years of relevant experience
• Good knowledge of procurement processes
• Knowledge in car and office equipment maintenance
• Proficiency in MS office (word, excel..)
• Driving licence issued since more than 1 year

Behavioural competencies:

• High level of integrity and understanding of procurement ethics
• High level of planning & organisational skills & able to meet deadlines
• Analytical thinking & decision making
• Very good communication and interpersonal skills
• Good negotiation skills
• Teamwork
• Initiative
• Flexibility and adaptability
• Humanitarian motivation and commitment to INTERSOS values
• Respect of Intersos policies and procedures