Logistics Officer

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 proceed with 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 and 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 mobilize them in a cost-effective way as per the need of the programme.
• Oversee all administration procedures fulfilled by office as well as rented vehicles such as; Registration & renewable, third-party insurance, valid bill book, valid license and pollution check certificate.
• Manage daily fleet movement as per request on 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 suppliers and rented drivers for routine repairs and maintenance, replacement of vehicle in case of requirement and settle 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 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 on a 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.
• 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 issues arising 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 following: 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 keep in safe cupboard.
• Maintain proper record (ledger) for the consumable items in real-time basis and proceed with purchase if the stock reaches 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's degree in management, Information and Software Technology, and or any relevant areas with at least 2-3 years' experience in a relevant position.
• Ability to maintain good coordination and networking with suppliers, partner 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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