World Vision International

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Logistics Officer - Doolow, Somalia

Job Description

Purpose of the position:

The position holder will coordinate timely and accountable dispatch of supplies in support of operations. The incumbent will coordinate the development and tracking of logistical plans. The position holder will promote awareness of policy and procedure with a variety of stakeholders. The incumbent will implement stock management systems, ensuring goods are stored in an accountable manner as per policy. The position holder will oversee the implementation of warehouse policy and procedure at program’s warehouse facilities.

Major Responsibilities:

  • Coordinate dispatch of supplies with internal and external stakeholder;

  • Facilitate documentation with relevant government ministries is support of accountable implementation;

  • Develop and maintain tracking systems to support timely service provision;

  • Develop and maintain comprehensive stores management systems;

  • Develop and implement logistics plans in support of timely implementation;

Key Outputs/Responsibilities (Accountabilities and results)

  1. Ensure timely and accountable dispatch of supplies:

    • Coordinate the process of clearing and forwarding for all incoming supplies from airports, seaports and border crossings;

    • Process tax exemption and VAT refund with clearing agents and relevant government ministries;

    • Coordinate and supervise transfer of supplies from stores to project teams and implementing partners;

    • Coordinate handling of supplies through the hire of porters, following up to ensure timely payment for services rendered;

    • Coordinate the transport of goods through the hire of transportation, following up to ensure timely payment for services rendered;

    • Receipt and dispatch supplies to project teams and implementing partners;

    • Analyze existing processes and procedures and proposes process improvement ideas

  2. Facilitate field-level logistics planning and implementation:

    • Develop logistic plans with project teams in support of timely, accountable implementation:

    • Develop transportation plans for the supply of goods to implementing teams;

    • Loading plans; determining off-loading and on-loading requirements;

    • Storage plans at head office and sub-office locations, ensuring adequate warehouse systems are in place and functional;

    • Prepare monthly report for project teams regarding the status of head office and sub-office stores for monitoring and decision-making purposes;

    • Maintain tracking systems to ensure planning and tracking of goods up to distribution at site:

    • Cargo/Shipment status reports;

    • Stock taking reports;

    • File field distribution report;

  3. Ensure accountable storage of goods and filing of documentation:

    • Develops and implements stock control system:

    • Stock cards updated on a regular basis;

    • Ensures cleanliness and orderliness of head office and sub-office warehouse facilities;

    • Updates monthly stock reports;

      • Proactively advises management with regards to the status of supplies, this is particularly true for the spoilage of food and/medical supplies;

      • Promotes awareness of World Vision warehouse practice and standards with implementing partners and government stakeholders;

    • Maintains up-dated and comprehensive filing system is in place as per policy and procedures:

    • Waybills properly filed with necessary backup

    • Bills of lading

    • Certificate of donation

    • Commercial invoice and packing list;

Other Competencies/Attributes:

  • Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills

  • Must adhere to set security standards

  • Ensure a gender perspective in the scope of work

  • Perform other duties as required.

Qualifications: Education/Knowledge/Technical Skills and Experience

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

  • Educational level required: Secondary

  • Technical Training qualifications required: Degree in Supply Chain Management and Logistics;

  • Experience of 3 to 5 years in a similar role;

Working Environment / Conditions:

  • Work environment: Office-based with frequent travel to the field

  • Travel: 10% Domestic/international travel is required.

  • On call: Immediately