Job description Logistics/IT Officer Mission: To provide logistics and IT support, to manage procurements, vehicles and the equipment necessary for the smooth-running of the programme in compliance with Handicap International's internal regulations Reports to: Sr. Logistics Manager Responsibilities includes, but not only limited to: Logistics: Responsibility: Implementing management of the procurement chain Aim: To cover the programme's needs for materials, equipment and services Benchmarks: compliance with supply management procedures, security of supply; quality of purchases/invitation to tender; quality of the transport of merchandise; quality of stock management; regularity and pertinence of updates to the supplier data base, quality of the monitoring of Purchase and Service Requests; project team’s satisfaction with the management of purchases Activities: •Making purchases in accordance with procurement procedures and plans • Monitoring Purchase and Service Requests •Carrying out or ensuring the physical management of stocks and storage facilities •Managing the local and regional transport of merchandise and customs clearance procedures •Managing the logistical organisation of seminars and training for the programme •Training the project teams in purchasing tools and procedures •Analysing the local market and updating the supplier database • Ensuring the availability of information on procurements for staff • Managing and drafting of contract • Making call for tenders and other documentation for Tenders • Working on different logistics policies; suggestions, recommendations Responsibility: Managing the programme's vehicles and use and the management of any other means of transport in line with internal regulations and the security plan Aim: To provide safe means of transport for the smooth running of activities Benchmark: quality of vehicle fuel consumption monitoring; quality of the management of vehicles and other means of transport; quality of maintenance; efficiency of the user schedules; quality of fuel supply monitoring, user satisfaction Activities •Implementing rules for the management of vehicles and other means of transport •Managing the scheduling and reservation of other means of transport • Managing the allocation and loan of vehicles •Managing vehicle maintenance •Ensuring the monitoring of vehicle use and fuel consumption •Managing the supply of fuel for the vehicles •Sharing and managing weekly vehicle movement plans (PMP/SMP) • Ensuring that staff follows all protocols related to the travel Responsibility: Managing technical equipment Aim: To provide sufficient means for the smooth-running of the programme Benchmarks: computer equipment and software adapted to the programme's needs; data security (back-ups); rate of servicing of computers and equipment in general; existence of equipment management procedures Activities: •Identifying and suggesting adapted equipment to the logistics manager/administrator •Managing the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication, etc.) •Training programme staff in how to handle equipment and drafting procedures for use •Ensuring the availability of information on equipment management for donor reports • Implementing equipment management procedures • Producing documents recording the withdrawal of each piece of equipment from stock •Implementing the Equipment Monitoring Chart (EMC) and ensuring the quality of the data it contains •Working with Programme Accounts Unit on reconciling the EMC with fixed assets Responsibility: Managing the programme’s "logistical support functions" team Aim: To develop the team’s autonomy and performance Benchmarks: direct reports' satisfaction with management; quality of the assessments carried out; Activities: •Supervising the logistical support functions team (buyers, drivers), setting objectives and carrying out assessments of direct reports •Managing direct reports' contracts (leave, end of trial period, etc.); if the need arises, co-validating disciplinary measures Responsibility: Record Keeping and Filing Aim: To keep the proper record of all procurement and all logistics files Benchmark: Up to date and proper filing system in place Activities: •Keep up to date stock record, Monthly follow-ups •Generating Purchase Requests; •Issuing Purchase Orders for supplies •Close coordination with Admin/HR department for replenishment/purchase of supplies, stationery and other items as per request •Keep and maintain proper filing system of logistics and procurement department As an IT person: Responsibility: Provide IT support to the mission Aim: To ensure that all IT equipment; laptops, photocopier, fax, printers etc. are in functional and good condition, are properly maintained, serviced and are up to date, internet services are available, trouble shooting and updates are timely done, data backups are done and stored properly, server is running and up to date, timely support to all staff is provided Activities: •Implementing and complying with HI-IT standards •Regular updating of computer software, troubleshooting; both hardware and software •Manages and ensures general administration of the entire IT system including the networking and network Troubleshooting, email accounts management •Resolves all computer and internet problems, prepares all the necessary information •To ensure maintenance and functionality of all IT equipment and machines •Assist in advising on IT projects and use of new technologies •Maintain list of all hardware and software systems and update this to reflect changes •Maintain inventory of IT equipment •Assist procurement department with respect to procurement of IT equipment •Providing technical support to the programme for their smooth functioning •Hardware: Endure the availability of up to date hardware (Laptops, servers, etc) in accordance with current HI standards •Deal with maintenance of all laptops, printers, cameras, scanners and other hardware •Discuss possible new purchases of or improvement to hardware and networks with his supervisor based on the requirement •Implement, maintain and configure all standard HI software (MS. Office, Navision- a financial system of HI) •Test new or upgraded software and updates all the software to the latest versions •Provide and maintains backup programmes to ensure system availability •Regularly update anti-virus programme •Keep the server up to date •Ensure that data is properly backed-up and protected from all kinds of threats (internal & external) •Internet/Operational Support: Responsible for the availability of the Internet/Wi-Fi, installs any updates and ensures routine professional maintenance of the necessary hardware •Consult with suppliers to guarantee the availability of the network, telephone system and IT hardware •Monitor the market for quality and value for money and is responsible for specifying and procuring computer equipment Specific missions Technical competencies Level LOGISTICS Managing the supply chain Autonomous Stock management Autonomous Local and international transport management Autonomous Management of customs clearance procedures Autonomous Management of technical equipment Autonomous Vehicles management Autonomous General services management Autonomous IT support and management Autonomous Cross-cutting competencies LANGUAGES English: Intermediary 1 OFFICE AUTOMATION Autonomous on advance functionalities: -Operating system -Word -Excel Organization is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities or any limitation, to apply to become a part of the organization. Organization has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Federation Handicap International, including sexual exploitation and abuse, sexual harassment, PSEA(Sexual Exploitation and Abuse of Beneficiaries) abuse of authority and discrimination. Organization also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
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