LOGISTICS / APPROVISIONING OFFICER – MONAGAS BASE At Handicap International – Humanity & Inclusion

GENERAL OBJECTIVE

The logistics officer will work hand in hand with the Logistics Manager, to support the development of the supply and logistics processes of the base headquarters and of each project implemented, in relation to the management of the vehicle fleet or transport services, status of the physical structures, equipment, telecommunications equipment and IT equipment of the respective base, acquisition of inputs for the projects, following the procedures and policies of the organization.

Specific Missions & Responsibilities

Support the manager with the purchase processes derived from the management base

• Support in the request for quotes and search for suppliers.
• Support with the collection of documentation from suppliers.
• Support for monitoring deliveries.
• Support with deliveries at different points.
• Support with the generation of purchasing documentation.
• Follow-up to payment requests and corresponding supports.
• Know the purchasing procedure and documents applicable to the area.
• Support as a LINK focal point.
• Support as a focal point for a shopping plan.

1. Support with the monitoring of contracts for the provision of services, advice and consultancies
   • Follow-up to the sending and signing of the base contracts.
   • Support in the execution of the base contracts.
   • Support compliance with PEAS policies within the organization and in relationships with service providers.
2. Support in the management of the physical supply file of the national base

• Review and monitoring of the physical and digital file of the base.
• Survey of reports related to file management

3**. Support with stock management**

• Inventory generation.
• Inventory control, delivery and receipt management.
• Shipping management.

4**. Support in the representation of the organization in interagency and inter-institutional spaces related to Logistics in the humanitarian architecture of the country.**

• Participate in regional interagency and inter-institutional meetings.

5**. Facility Management**

• Handling of installation tools and equipment in the field (sanitary installations, power plants, solar panels, etc.)

6**. Support the management for the correct operation of the fleet of vehicles made available to the site and the travel procedure of the base.**

Support in the implementation of vehicle management rules and other means of transport.

• Ensure with vehicle drivers that they receive regular maintenance and that all repairs are carried out in a timely and efficient manner.
• Be available to respond to any transportation and related logistics problems during business hours and also during non-working hours in emergencies or other unforeseen events.
• Stay informed about any vehicle problems
• Driving vehicles from the organization when necessary.

7. Support with the management and correct state of the physical structures (offices and conditioning in indigenous communities) of the base

8**. Support in the implementation of logistical needs for the proper functioning of the Base.**

• Support in the search for Real Estate or land for the implementation of physical structures.
• Support in the Implementation of base structures according to the minimum HI standards.
• Support in repairs and maintenance of the physical structure.
• Ensure the application of security procedures in the physical structure (closing, safeguarding, extinguishing, evacuation plan, alarms, pharmacy box, etc.)

9. Support with Management and the correct state of the equipment / inventories of the base.

Main tasks:

• Support in managing the installation, maintenance, monitoring, traceability of equipment (computing, energy, communication, etc.).
• Ensure the maintenance and repair of logistics material.
• Save damaged parts, tools and equipment and then compile lists to be unsubscribed by the logger
• Support in carrying out the periodic inventory of capital and non-capital equipment as indicated by management personnel.

Report and communication

• Regularly communicate continuous improvement mechanisms to the direct supervisor to ensure a good understanding of each other’s activities and priorities.
• Participation in logistics group meetings and information exchange.
• Immediately inform your supervisor of any information that has or may have an impact on supply chain management.
• Participation in training spaces on cross-cutting areas of humanitarian action, project development and others linked to institutional policies.
• Communicate by the corresponding route before the suspicion or certainty of situations that contravene professional ethics in the internal dynamics of the organization or in the development of the implemented projects.

Context

The clients to whom the position is directed are internal. The providers of the position are service providers, marketers and / or manufacturers of goods, consultants, independent contractors, among others.

The area of the organization with which it will work closely in addition to Logistics will be financial, however, it will have direct communication with all areas, since all will be applicants or internal clients within their process.

It is in charge of carrying out the processes derived from its position, always framed in compliance with the procedures and guidelines of purchases, in order to be able to respond optimally, for the use of resources before the audits of our donors.

You will have direct contact with the suppliers, with whom you must quote and negotiate the best conditions for the organization, as well as request for documentation

You must keep up-to-date and organized both the physical and digital files of purchase files and contracts

The main challenges that the position may present are related to the internal times and processes for purchasing management, Another possible challenge could be managing purchases in hard-to-reach and poorly formalized markets. Likewise, the position represents a high level of work under pressure, which is why it requires a lot of agility, organization, time management, decision-making capacity, advance, assertive communication, and orientation to problem solving.

The position is 100% face-to-face at the administrative base located in Caracas, with eventual movements to the headquarters of the active projects.

The working hours are from 8am to 5pm.

The critical dates for the position are the beginning of project activities, the completion of projects, among others.

Note that this job profile is flexible, as it must respond to additional tasks or identified changes in the development of the mission in the country.

PROFILE AND KNOWLEDGE

– Graduate in areas related to administration, social sciences or engineering.

– Minimum 2 years in purchasing or logistics areas.

– Verifiable experience in working with indigenous communities.

– Intermediate management of the office package, primarily Excel.

– Experience in humanitarian work (Desirable).

Know how to do (practices)

• Sensitivity to humanitarian work.
• Awareness was done in work with indigenous organizations and communities.
• Ethical commitment and behavior
• Cooperation and communication
• Adaptation to change and resilience
• Agility and innovation

Interpersonal skills (attitudes)

• I work in collaboration with other departments.
• Soft skills in contexts of permanent negotiation.
• Order.
• Time management and agility
• Anticipation
• Concentration and attention to detail
• Orientation to problem solving
• Communication.
• Working capacity under pressure.
• Negotiation and management of suppliers.
• Orientation to improvement
• Follow-up of instructions.