Position Title: Logistics Officer
PURPOSE OF POSITION:
To coordinate and manage the logistics’ services of WV Jordan Response Office. To be responsible for WV Jordan’s fleet of vehicles and communications equipment maintenance and upkeep. To manage and monitor the fixed assets registration system. Compile and analyze data to expedite logistics activities.
Follow up closely with the clearing and shipping agencies regarding the shipments and delivery of commodities, gifts in kinds and relief items.
Receive the purchased goods and monitor the quality/quantity.
Prepare waybills and related documents for goods transportation.
Communicate and update the concerned people about shipments status.
Manage the day to day logistics operations.
Manage vehicle rental requests, as per the needs of the different projects.
Participate with the Support Services Manager in the development of logistics policies and procedures.
Analyze logistics problems and provide solutions.
Maintain effective lines of communication with regard to logistical matters between Project managers, sector leads, suppliers, procurement.
Manage and maintain the WVJ stocks and assets records and assets disposal (mobile devices, laptops, land phones … etc).
Update the finance department with the assets/stocks lists and records.
Prepare and provide assets/stocks reports to the concerned people on monthly basis or whenever required.
Prepare and provide a logistics report to the Support Services Manager and finance Dept.
Ensure cost efficiency and reliability for the logistics and fleets services.
Vehicle Management and Maintenance
Work with the Support Service Manager to design a suitably staffed and equipped transport function to support the WVJ’s vehicle operations and policies.
Implement and direct WVJ standard Vehicle policies and procedures, with particular attention to safety and security issues.
Update WVJ Security office about the trip requests.
Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables, including fuel.
Evaluate, manage and monitor drivers.
Supervision of WVJ mechanics and general management of vehicle spare part stores and garage
Focal point for all purchases in Transport department. Raising PRs for vehicles spare parts and vehicle repairs.
Manage the vehicle pool (if applicable).
Ensure that appropriate communications equipment is installed and functioning in WVJ vehicles to meet the operational and security requirements.
Ensure the correct and timely routine maintenance and repair of WVJ vehicles and generators.
Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that Vehicles log books are accurately filled.
Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, etc.
Ensure all vehicles are properly cleaned on a daily basis.
Prepare weekly and monthly reports on transport and discuss with the Support services manager.
Signing on vehicle fuel forms for refueling and keeping accurate record and monitoring system on fuel consumption.
Ensure that all vehicles are secure when not in use.
Be familiar with local regulations/laws.
Manage the storage and usage of WVJ communications equipment (mobiles, radios, VHF, UHF, Thurayas, etc.), if applicable.
Ensure that communications equipment is installed properly at WVJ premises and vehicles.
Coordinate with the IT and field security person regarding the equipment programming and other technical issues.
Keep the equipment usage logbook reviewed and updated.
Oversee supplies packing list compilation.
Ensure packing lists/waybills are properly filled out.
Ensure that export/import documentation and approvals are obtained from authorities.
Maintain records and manage all details related to program fixed assets.
Ensure that vehicles have proper documentation, and monitor vehicle log books on a monthly basis.
Submit detailed monthly vehicle activity report.
Develop and maintain a filing system with all documents in relation to logistics, vehicles, and equipment and constantly update them.
Support the procurement officer in identifying appropriate suppliers and placing orders during rush and peak periods.
Manage car rental contracts, Office maintenance contracts.
Handle any other duties as may be assigned by the Support Services Manager.
Ensure that accurate documentation is maintained for all South Syria procurement (and Whole of Syria if requested by the Team Leader).
Work with the Whole of Syria Finance Manager to ensure strong financial documentation is in place for the Whole of Syria Team.
Ensure that the Whole of Syria and South Syria offices are stocked with appropriate equipment and supplies to support the functioning of World Vision’s business in these areas.
Education:University degree in business administration or any related filed.
Minimum 4-5 years experience in a related field
Knowledge & Skills:
Ability to cope and work under pressure.
Computer literate (MS Office) with a high degree of proficiency and productivity.
Excellent written English, with good command with spoken Arabic and English.
Strong administrative skills including attention to details.
Excellent organizational and time management skills.
Good interpersonal, written and oral communication skills.
Ability to work in and contribute to a team building environment.
A full commitment to World Vision’s core values and humanitarian mandate.
Adherence to World Vision Child Protection, Code of Conduct, and Conflict of Interest policies.
Core Capabilities: Achieving quality results and service Practicing accountability and integrity Communicating information effectively Thinking clearly, deeply and broadly Understanding the Humanitarian industry Understanding WV’s mission & operations Practicing continuous innovation & creativity Learning for growth and development Maintaining work/life balance Building collaborative relationships Practicing gender & cultural diversity Influencing individuals & groups