Logistics Officer At Mines Advisory Group

MAG’s Vision: A safe and secure future for men, women, and children affected by armed violence and conflict.

MAG’s Mission: MAG saves lives and builds futures by working with others to reclaim land contaminated with the debris of conflict, to reduce the daily risk of death or injury for civilians, and to create safe and secure conditions for development.

Overview of Role

As a Logistics Officer at MAG, you will be responsible for ensuring that all logistics administrative processes are completed efficiently. This includes maintaining and controlling equipment, logistics paperwork, and record systems in compliance with Logistics Standard Operating Procedures.

Responsibilities

Procurement:

• Manage day-to-day procurement activities, ensuring compliance with MAG Logistics procedures, policies, and donor requirements.
• Maintain accurate procurement records and ensure proper documentation and filing.
• Liaise with suppliers and service providers to ensure timely and accurate completion of orders.
• Cultivate effective supplier relationships to achieve the best possible price, quality, service, and terms for MAG.
• Compile and manage a supplier database and establish preferred suppliers.
• Regularly review price comparisons and monitor material/item costs.
• Prepare and distribute weekly procurement reports to the Head of Support Services, addressing any procurement-related issues.
• Record all purchases of Capital and Non-Capital Assets, ensuring they are asset-tagged before issuance to the Sectors.
• Maintain an up-to-date Asset Register and submit a monthly copy to the Head of Support Services.
• Coordinate travel bookings for MAG International and National Staff following travel policy guidelines.
• Perform other tasks assigned by the line manager, which may include aspects of asset management.

Distribution:

• Ensure equipment is distributed to MAG teams/Sectors.
• Ensure that all national staff return all MAG assets upon departure from the Programme.
• Organize transportation of equipment/supplies to Sectors, accompanied by supporting documentation like Waybills and Packing Lists, in coordination with the Central Storeman.
• Ensure accurate recording of incoming supplies/equipment on Goods Received Notes, in coordination with the Central Storeman.

Warehouse Management:

• Oversee warehousing and asset management functions within the Logistics Centre, conducting random spot checks, and reporting noncompliance to the Head of Support Services.
• Conduct periodic physical stocktaking of the store.

Administration:

• Maintain the Logistics office paper filing system and ensure correct filing of all documents, including Waybills and Goods Received Notes.
• Process all Repair and Maintenance Requests received from Sectors, ensuring accurate completion of electronic and hard copies.
• Update the Assets Database to ensure effective asset tracking, including adding newly procured equipment and asset encoding.
• Liaise with the Head of Support Services regarding asset-related matters.
• Update the vehicle overview on a weekly and monthly basis.

Reporting:

• Provide accurate daily and monthly reports on activities as directed by the Head of Support Services.
• Attend periodic meetings as directed.
• Contribute to procurement planning.

Additional Responsibilities:

• Collect and dispatch new equipment/supplies as required.
• Organize transportation for goods and staff.
• Maintain logistics records and file paperwork, including purchase orders, waybills, receipts, etc.
• Ensure new equipment is registered in compliance with MAG procedures.
• Issue equipment as instructed by the line manager, ensuring that all requests are approved prior to issue.
• Support and organize the repair and maintenance of broken or obsolete equipment.
• Maintain stock records, ensuring that all stock movements are accurately recorded.
• Sort and organize equipment as required.
• Support your line manager with procurement by completing administrative duties as directed.
• Ensure that MAG’s asset register is kept up to date at all times.
• Maintain an up-to-date complete inventory of project & office equipment and maintain a schedule for office consumables, in coordination with the Admin/HR Officer.
• Supervise the project consumables receipts and issuances in MAG’s store, controlling stocks and store ledger.
• Conduct a physical assets inventory and stock check periodically for all project MAG assets.
• Purchase and control the storage and issuance of office supplies.
• Ensure that logistics procedures are followed at all times, including Programme and HQ guidelines, such as collecting quotations, preparing Purchase Request Forms, and Local Purchase Orders.
• Maintain up-to-date Local Purchase Order records.

General Responsibilities:

• Work within the framework of MAG’s core values.
• Maintain professional conduct in line with MAG’s core values as actions represent MAG.
• Contribute to other fundraising initiatives where appropriate.
• Participate in meetings as relevant.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, reporting concerns if they arise.
• Undertake and apply learning from appropriate training and development programmes.
• Undertake any other duties as may be required.

Essential Requirements:

• Understanding of NGOs and a commitment to humanitarian work.
• Minimum of 3 years of demonstrated experience in procurement and logistics.
• Experience with Mine Action Organizations in procurement and logistics preferred.
• Self-organized, team player, and able to work under limited supervision.
• Supervisory skills and the ability to motivate and manage a small team.
• Good literacy, numeracy, and IT skills (e.g., Word/Excel).
• Strong negotiation skills.
• Previous administration experience.
• Previous experience in a logistics role is desirable.
• Strong organizational and record-keeping skills.
• Reliable with good time-keeping skills.
• Language requirements – both English and Somali.