Base Logistics and Supply Officer

INTERSOS is a non-profit humanitarian aid organization 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 organizations and the values and principles expressed within those codes. INTERSOS is recognized 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 decentralized offices.

Carry out or supervise all logistics, supply and ITC activities in the base and associated projects according to INTERSOS standards and protocols in order to have the material, infrastructure and vehicles in optimal running conditions.

Plan, oversight, and manage logistics and supply support operations to ensure smooth accomplishment of base/project activities.

(Hierarchical): Head of Base

((Technical): Country Logistics and Supply Coordinator

Duty Station :

Position Type: Full Time

Logistics Information Management

• Input Logistics Data in INTERSOS Logistics software (Intersos Management Platform - IMP) in an accurately and timely manner. Provide training to base staffs if required and support the implementation of INTERSOS Logistics software in the mission

Supply Chain Management and Procurement

• Plan, coordinate and supervise the supply activities of the base and define the level of priority. Implement the adequate tools and procedures
• Carry out local purchases (RFQ and Direct Purchase) for goods and services in respect of INTERSOS and donor requirements and ensure that the line manager is aware of any problems linked to the quality or availability of the items to be purchased
• Follow up the payments of all suppliers and collect all the necessary supporting documents from them i.e. receipts and delivery notes. Ensure before any payment is made all originals are in coordination office
• Support the Country Supply Manager or Country Logistics Coordinator/Manager in ensuring that all procurements are completed on IMP and all necessary documents are uploaded and properly archived in the finance department
• In collaboration with the Country Logistics Coordinator/Supply Manager and the PM Is responsible for the effective usage of the IMS and accounting of inventories
• Follow the defined Procurement Plan and coordinate the local purchases with project staffs
• Submit purchase requests to the Country Supply Manager for ITB and tenders and/or any other purchase that cannot be made locally
• Facilitate the negotiation with local purchasers and maintain good relationships with suppliers
• Run market assessments and update the pre-qualified suppliers lists
• Update all the supplier files and ensure all formation related to the supplier have been fully updated on the IMP
• Collaborate for the preparation of the monthly logistics report

Facilities and Communications Management

• Ensure the installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition and in accordance with INTERSOS minimum standards and brand identity manual. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities
• Ensure that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and in line with policies and procedures - allowing permanent communication between capital, projects, bases and HQ and proper management of the bases. Guarantees that all staffs in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.)

Asset Management

• Support on the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all base assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures
• Support the CLC/CLM on reporting asset list at the end of project and oversee asset rollover according to defined destination with the Programs department
• Oversee regular fixed assets check on a quarterly basis

Transportation Management

• Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual is applied in the base, fleet is checked, regularly maintained and that vehicles are insured and taxes are paid
• Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by field logistics staffs. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs
• Plan vehicles movements, tracking individual trips, and ensuring implementation of security measures

Human Resources Management

• Monitor activities of contractors and team under his responsibility

Applied Security

• Monitor technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the security policy and guidelines, evacuation plan and contingency plan, monitoring day-to day the application of security rules and reporting to the CLC/CLM and Head of Mission any problem that may arise. For this purpose, the Base Logistics Officer has to create an appropriate environment to facilitate security exchange of information.

Competencies: (Knowledge, Skills & Abilities)

Professional Competencies:

• Minimum 4 years of relevant experience in Logistics and/or supply chain
• Desirable experience with other NGOs
• Good knowledge of procurement processes.
• Knowledge in car and office equipment maintenance.
• Essential computer literacy (word, excel and internet) and radio equipment user-knowledge
• Service orientation
• Driving licence issued since more than 2 years.

Behavioural competencies:

• Behavioural flexibility
• Results and quality orientation
• Teamwork and cooperation
• Stress management
• High level of integrity and understanding of procurement ethics
• High level of planning & organisational skills & able to meet deadlines
• Analytical thinking & decision making
• Excellent communication and interpersonal skills
• Very good negotiation skills
• Initiative
• Leadership; Developing and motivating others
• Humanitarian motivation and commitment to INTERSOS values
• Respect of Intersos policies and procedures