Logistics Officer

Job Summary

The Logistics Officer is responsible for managing all warehousing, distribution, fleet, and asset operations to provide seamless logistics support for HAND Organization. Key duties include maintaining accurate inventory records, overseeing fleet maintenance, managing driver schedules, tracking assets, and regularly reporting to the commanding officer. The Logistics Officer will coordinate closely with program teams to support supply distribution and ensure compliance with HAND’s organizational policies. This role requires efficient collaboration with the operations and finance departments to ensure cohesive and effective operational support.

Responsibilities:

Warehouse and Distribution:

• Supervise daily warehouse operations, ensuring optimal storage, inventory accuracy, and effective space utilization.
• Implement and uphold warehouse safety protocols and security measures.
• Coordinate with procurement and program teams for timely delivery and distribution of goods.
• Manage and maintain warehouse infrastructure and records.
• Conduct regular inventory checks (monthly spot checks, quarterly, semi-annual, and annual stock checks) with timely reconciliation.
• Enter all stock and assets purchased into HAND’s inventory system.
• Manage stock releases through HAND’s system with proper documentation (waybills) to the point of usage.
• Keep the commanding officer informed of stock balances, expired items, and any irregularities or discrepancies.
• Actively participate in procurement and distribution planning meetings, providing logistics insights.
• Support program teams with the distribution of supplies to beneficiaries in accordance with warehousing and inventory management guidelines.
• Adhere to HAND’s Warehousing and Inventory Management Manual and Toolkit.
• Prepare and share monthly warehouse stock reports with the operations manager.

Transport & Fleet Management:

• Oversee all vehicle operations, including daily movement planning and allocations.
• Maintain and repair fleet vehicles to ensure safe, efficient operation.
• Conduct daily vehicle checks and ensure regular service and maintenance schedules are met.
• Handle traffic offenses and ensure compliance with vehicle documentation requirements.
• Manage vehicle-related service agreements (maintenance, fueling).
• Monitor fuel consumption, submitting monthly fuel reports.
• Process travel requests, manage trip schedules, and track staff movement.
• Coordinate pick-up/drop-off schedules with drivers and communicate movement plans clearly.
• Ensure cost-efficiency in fleet management and proactive traveler communication.
• Maintain a contact list of preferred service providers, including generator and vehicle maintenance.
• Supervise and provide guidance to drivers.

Asset Management:

• Maintain accurate asset records, including donor, value, and location tracking.
• Oversee asset issuance and returns to/from staff.
• Monitor asset conditions and update asset condition reports regularly.
• Conduct monthly and annual physical asset checks, reporting to the commanding officer.
• Report any asset losses or damages promptly using HAND’s reporting templates.

Administration & Reporting:

• Organize and maintain all logistics files accurately and up-to-date.
• Coordinate, monitor, and guide warehouse staff, drivers, casual laborers, and logistics support personnel.
• Generate and submit regular logistics, vehicle, and generator performance reports.
• Update asset and vehicle cost records monthly, sharing performance and cost analysis with the operations manager.
• Ensure adherence to HAND’s policies and procedures at all times.

Qualifications and Skills

• Minimum of 3 years of experience in logistics with NGOs or international companies.
• Bachelor’s Degree in Business Administration or a related field.
• Strong communication and interpersonal skills.
• Excellent organizational skills.
• Proficiency in Microsoft Office; ERP system knowledge is preferred.
• Fluent in English and Arabic.

This position requires a proactive individual with a keen eye for detail, a commitment to safety, and a collaborative approach to support HAND’s logistics needs effectively.