Logistic Officer

Logistics & Procurement

Overview

Oversee logistical support for projects, ensure compliance and coordination for travel and procurement.

You have:

• Check all financial documents for Project Manager approval, ensure correct procedures are followed before submitting for signatures.
• Process payments by submitting necessary documentation to finance and track the progress of payments.
• Draft project correspondence, i.e. letters to government or to partners, as requested.
• Co-ordinate all travel including visas for project, staff, visiting donors, and ensure compliance with WVI policy and donor regulations.
• Lead in making logistical arrangements for all workshops, trainings and meetings.
• Participate in annual planning processes and identify procurement requirements.
• Manage project fuel quota usage, tracking and accident reporting systems.
• Prepare necessary documentation for hiring new people, renew and terminate contracts.

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)Job Description:

Financial Documents Processing

· To check all financial documents for Project Manager approval, to ensure correct procedures are followed before submitting for signatures, as well as making sure that codes are used appropriately.

· Process payments by submitting necessary documentation to finance and track the progress of payments.

· Follow up the compliance of advance requests and justifications and per diem requests in compliance with WV policies.

· To keep a database of contracts being received and processed by the project, and to track the progress of these.

Correspondence

To draft project correspondence, i.e. letters to government or to partners, as requested.

Travel

· To co-ordinate all travel (including visas if required) for project, NO staff, visiting donors and SO staff in accordance with WVI policy and donor regulations, including preparing travel requests and payment requests.

· Ensure timely procurement of all entry visas for staff when travelling and ensure that visitors are fully briefed on visa requirements.

· Ensure that booking, accommodation, confirmation, tickets purchases and visitor pick-ups are correctly handled.

Workshops, Trainings, Meetings

To lead in making logistical arrangements for all workshops, trainings and meetings to ensure excellent organization and logistics, professional quality and the highest standards of stewardship and budgetary management.

Procurement

· Participate in annual planning processes and identify procurement requirements that can be completed at provincial level and those that need to go to the National level. Submit these to Provincial and National Supply Chain in order for them to create an overall plan.

· Prepare purchase requisitions based on requests from programme staff; submit to Province those that cannot be processed locally.

· Complete Purchase Orders for local purchases, and ensure necessary approvals are obtained; verify all necessary codings are in place before proceeding.

Stock Control

· Receive goods, verify quality of goods, and ensure goods receipt documentation

· Organise the distribution of supplies to the target districts, organising drivers to provide transportation; ensure all necessary paperwork for the handover of supplies to the receiving districts is in order.

· For items that are used regularly in the Office, such as stationery, maintain a stable supply and reorder supplies in a timely manner.

Fleet and Office Support

· Manage the project fuel quota usage, tracking and accident reporting systems; produce monthly reports regarding the status of these.

· Monitor the condition of project vehicles and ensure that necessary maintenance is carried out to keep the vehicles in good working order; liaise with Provincial Support Services to ensure vehicle maintenance is carried out.

· Oversee district level asset management including asset registration, updating inventory, physical verification and disposal procedures.

Human Resources Support

Prepare necessary documentation for hiring new people, renew and terminate contracts, control staff’s leave at the beginning and end of each contract.

Applicant Types Accepted:

Local Applicants Only

Apply now

Potential interview questions

Added 2 months ago - Updated 2 months ago - Source: wvi.org