Logistics and Security Officer At Logistics and Security Officer

APADE (All For Peace And Dignity) is an international NGO under Canadian law that has been committed for twenty years to assisting and supporting vulnerable communities around the world, with its headquarters in Ontario, Canada.

Its mission is to participate in the research and implementation of multi-sectoral responses by aligning with emergency and development needs in order to strengthen the resilience of the communities benefiting from its interventions. We work to build and strengthen strong partnerships with other stakeholders, host countries, programs, agencies and beneficiaries in order to provide a concerted and coherent response to ensure lasting peace and dignity for all.

1. Job Summary:

The Logistics and Security Officer is responsible for supporting the Administrative and Financial Manager (RAF) for all acquisitions of goods and services of the organization in compliance with the rules and procedures of APADE Mali, headquarters, donors and the laws in force in Mali. He is also responsible for informing the requesting departments on the status of purchase requests received, archiving and filing administrative documents. He also plays a key role in the implementation of programs and projects, ensuring that the necessary resources arrive on time and in the best possible conditions.

He is also responsible for the implementation and compliance with instructions and security aspects by being the security focal point of the organization in his area of ​​operation.

2. Responsibilities and Tasks:

Under the supervision of the RAF the Logistician is responsible for:

2.1. Supply

• Ensure optimal processing of approved purchase requests in accordance with donor and APADE purchasing procedures;
• Develop purchasing plans in collaboration with technical departments;
• Organize the counting, participate in the committee responsible for evaluating offers and choosing the supplier or service provider, if necessary, and check the purchase orders based on the result of the counting of approved offers;
• Organize the annual update of the supplier database;
• Follow the process of exemption of deliveries;
• Verify the reality and sincerity of the correct production of parts justifying the entire purchasing process;
• Ensure the archiving and electronic classification of purchasing files;
• Please send copies of all purchase orders to the warehouseman for verification and planning of receipt of goods;
• Track the price of frequently purchased goods and services;
• Establish a product catalog and update their prices quarterly.

2.2. Logistics

a) Storage and transport:

• He/she is responsible for the proper management and monitoring of the organization’s stocks, according to APADE procedures and tools;
• He/She ensures that the storage sites are appropriate for the needs of the organization and the goods to be stored (location, layout, security, health, etc.);
• He/She carries out stock checks and ensures the correct referencing of movement/transfer documents;
• He/She supervises and supports the inventory manager.

b) Management of the mission’s durable equipment:

• He/She participates in the allocation of equipment according to the needs of the organization and the program teams;
• He/She participates in the regular updating of equipment monitoring tools and the maintenance of physical inventories of the organization;
• He/She supervises the installation of equipment and ensures its proper functioning, maintenance and the carrying out of necessary repairs;
• He/She maintains and updates the organization’s equipment file;
• He/She participates in the sizing of the organization’s durable equipment;
• He/She takes care of the regular inventory of the mission’s durable equipment (Bamako and the bases),

c) Fleet Management/Generator:

• He/She monitors the consumption of the vehicles/generators and, if necessary, makes the necessary adjustments to the operating procedures;
• He/She supervises, with the drivers, the maintenance of the organization’s fleet of vehicles;
• He/She pays particular attention to safety issues relating to the use of vehicles (authorized persons, special conditions, safety equipment, etc.)
• He/She manages the organization’s movements: Outings/field visits/reception and miscellaneous,

d) Circulation of logistics information:

• He/She ensures efficient circulation of logistical information between the offices and the central level;
• He/She prepares and monitors monthly logistics reports on fleet management and ensures their consistency and completeness before transmitting them to the RAF;
• He/She participates in the drafting of project documents by providing technical support (costing, estimation of needs) and prepares equipment plans with the people concerned;
• He/She ensures the proper maintenance and archiving of purchasing files (aid, equipment, rentals, fuel, etc.).

e) Security:

• Identify and analyze risks at each workstation;
• Develop the implementation of preventive measures to preserve everyone’s safety (in compliance with regulations and standards);
• Supervise and coordinate all security activities of the organization;
• Carry out regular safety training (for new entrants or those who have changed positions).

f) Other tasks:

• Ensures GAP Logs on the bases when needed,
• He/She ensures that the logistics action plans made after the logistics audits are updated.
• He/She supervises the operation of office equipment;
• He/She is the focal point for flight reservations.
• He/She collaborates with other humanitarian organizations, local authorities and donors to coordinate logistical efforts in emergency situations.

3. Profile sought:

• Have a University Diploma of BAC+3 level at most in Logistics, Supply Chain or equivalent;
• Have a minimum of 3 years of professional experience in a similar role in an international NGO;
• Master the techniques of procurement, analysis and negotiation of contracts, transport;
• Have a good knowledge of the humanitarian sector and logistics;
• Have a good knowledge of security best practices, particularly when transporting or storing goods in sensitive or high-risk areas.
• Have a good ability to work independently and be creative in the field and in the capital;
• Having excellent oral and written expression in French and English would be an asset;
• Have good computer skills (Office Pack)

NB: Immediate availability

4. Place of affection:

The position is based in Gao with frequent travel to the Ansongo and Bourem districts. It may be assigned throughout the territory depending on the needs of the organization.