Logistics Officer

Job Description

Key Job Responsibilities

Procurement and supply management- 40%

•  Managed purchasing functions of goods and services in compliance with PIN, donors and government regulations under supervision of Operations Lead.
•  Coordinate/Support to the programme team to raise and compile Purchase Request Form (PRF) to proceeds the procurement under the supervision of Operations Lead.
•  Support to Request for Quotation (RFQ) and Tender documents in close coordination with Operations Lead.
•  Coordinate to build professional liaison and coordination with potential suppliers and collect quotations/bids as required.
•  Assist the Operations Lead in conducting market research and ensure best value for money while purchasing goods and services.
•  Lead to update procurement status tracking sheet, supplier's database and contracts regularly.
•  Lead to prepare contract and purchase order for the procurement of goods and services.
•  Managed to archive procurement documents in ELO regularly.
•  Coordinate with finance, field programme team to sort out procurement related issues if any in close coordination with Operations Lead.
•  Manage domestic and regional Flight tickets as per the request of staff

IT Coordination-5%

•  Support IT functions of People In Need at field offices in close coordination with IT Coordinator based in Kathmandu office.
•  Oversee the internet connectivity of field office.
•  In charge of managing field office-based IT equipment and regular repair and maintenance to keep them in good working condition at all times.
•  Manage to provide IT equipment needed for new staff.
•  Keep proper movement record of IT related equipment.
•  Coordinate with NPL IT Coordinator for IT functions as required and sort out issues if any.
•  Purchase IT related required items in close coordination with Logistics / IT Coordinator.

Fleet (travelling, transportation) Management-20%

•  Coordinate with Programme Managers, Operations Lead and other departments for fleet planning based on programme need.
•  Support Operations Lead to purchase vehicle services and mobilized them in a cost-effective way as per the need of the programme.
•  Oversee, all administration procedures are fulfilled by office as well as rented vehicle such as; Registration & renewable, third party insurance, valid bill book, valid license and pollution check certificate.
•  Manage daily fleet movement as per request in the basis of first come first serve and communicate to the staff on time.
•  In charge of arranging vehicle, movement plan, movement tracking up and update vehicle movement planner and vehicle quality control checklist.
•  Ensure that proper record system is in place like; vehicle log book, fuel log sheet, daily/weekly check-up with traveller signature as required.
•  Oversee the fuel consumption and mileage record is properly maintained, analysed and proceed for the payment.
•  Coordinate with supplier and rented drivers for routine repairs and maintenance, replace of vehicle in case of requirement and settled the payment of rented drivers.

Fixed and Non-fixed asset registry-10%

•  Provide support for assets tracking, tagging, recording and to document movement of assets in a real time basis.
•  Ensure all assets are functional and maintained regularly as per requirement.
•  Ensure fixed assets i.e office two wheelers and four wheelers are insured and renewed on time as per the requirement.
•  Archive liability agreements with responsible holder of assets (SharePoint and ELO).
•  Support on physical verification of PIN and Partner fixed assets periodic basis
•  Coordinate with NPL Fixed Asset Focal Person regarding any issues relating to Fixed and Non-Fixed assets

Warehouse (Stock/Inventory) management- 10%

•  Oversee warehouse and ensure its facilities are well maintained and utilities are working well. erOohnC BIpnb
•  Ensure warehousing equipment are in good working conditions at all times.
•  Ensure safe storage and security of stocks.
•  Maintain project wise warehouse (physical/virtual) as per the requirement.
•  Update items wise stock card in real time basis with proper documentation (GRN, GDN, Donation Contract, Distribution list).
•  Maintain filing system of stock movement with proper documentation like, GRN, GDN, Stock Taking, DA, Stock card, Contract of Donation, Distribution list of each project.
•  Support NPL Stock Management Focal Person to conduct quarterly and year end physical stock count where applicable.
•  Manage receipt, dispatch and distribution of stocks as per project requirements.
•  Timely inform to NPL Stock Management Focal Person for any issue arises related to stock.

Office management-15%

•  Coordinate with staff/visitors and purchase hotel service for organizing the PIN events as per the requirement.
•  Coordinate to arrange logistics for visitors and newcomers, including but not limited to the followings: flight tickets, local transportation, accommodation, maps, etc.
•  In charge of managing office buildings, its facilities and ensure that, they are working well.
•  Lead to manage adequate and timely supply of stationary and other consumables items for office and kept in safe cupboard.
•  Maintained proper record (ledger) for the consumable items in a real time basis and proceeds purchase if the stock reach to 20% balance.
•  Support for organizing sitting arrangement, organize office equipment, furniture and non-IT equipment are in good working conditions at all times.
•  Lead to manage office utilities, keep them functional and ensure that payment is being done on time

Others

•  Supervise drivers, cleaner/cook, security guards, and logistics assistant/ support staff
•  Adhere to PIN Code of Conduct and key policies including Child Protection Policy and Safeguarding Policy.
•  Other tasks as assigned by line manager.

Job Specification

Requirements

•  Bachelor degree in management, Information and Software Technology, and or any relevant areas with at least 2-3 years' experience in relevant position
•  Ability to maintain good coordination and networking with suppliers, partners organizations, and consultants.
•  Excellent communication skills; both Nepali and English Language.
•  At least two years' work experience in IT support, Admin/Logistics (Mainly in procurement, fleet and warehouse management) in I/NGOs sector.
•  Sound Knowledge to operate Microsoft office package mainly excel.
•  Ability to prioritize the work and willing to work in anticipated emergency situation.

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