Logistics Officer – Caracas At International Medical Corps

OBJECTIVE: This position will be in charge of the acquisitions, storage and management of the fleet, to support the programs of International Medical Corps in Venezuela.

• MAIN RESPONSIBILITIES

General aspects

• Ensure that scheduled / general maintenance is carried out at the Caracas base.
• Assist the Financial Department in any relevant procurement / service consultations pertaining to operational activities in the field.
• Provide logistical support to all programs in accordance with standard BMI logistics procedures.

Warehouse management

• Respect inventory management procedures (records, filling, identification).
• Guarantee the correct identification of all arrival / departure material (quantity, quality and delivery).
• Follow with special attention the expiration date of medications and food, and notify the corresponding department two months before the expiration date.
• Take monthly inventory of stocks and make sure stacking cards are created, updated, and accurate.
• Prepare monthly inventory and inventory reports for the logistics manager.
• Assist in inventorying equipment and stocks when necessary.
• Monitor stock levels.
• Establish minimum order levels and indicate when replenishment is necessary to minimize stockouts.

Cargo management

• Prepare all loading and shipping documents (delivery note, consignment note, etc.) that will be transported to the programs.
• Ensure the safe preparation and loading of cargo onto transport vehicles.

Facilities management

• Guarantee the correct management of office facilities.
• Communicate and collaborate with the owner and custodians for facility maintenance.
• Ensure that all technical failures related to facilities are appropriately monitored and reported.
• Ensure timely presentation of the office and surrounding area to new staff (e.g. parking map, key access).
• Supervise the current expenses of the offices (that is, verify the invoices, the budget).
• Analyze consumption levels and establish minimum order quantities. – Monitor stock levels and make appropriate purchases to minimize stock breaks.
• Verify invoices to ensure accuracy of the BMI procurement manual.

Search/purchases

• Preparation of office supplies and logistics needs.
• Monitoring of acquisition documents in accordance with the BMI procurement manual.
• Collect invoices and organize them to meet financial requirements.
• Work on small, high-value acquisitions that require headquarters approval.
• Buy items in the local market for the needs of the Program.
• Interact with all IMC personnel authorized to issue purchase requests and share the STP on a regular basis, in addition to holding individual meetings with program owners to assess the current situation and develop an action plan for upcoming procurement-related activities. .
• Keep SharePoint (OneDrive) files and folders up to date and back up all procurement documentation.

Fleet management

• Coordinate travel preparations and necessary reservations with drivers.
• Organize daily staff trips and use them profitably.
• Ensure that all staff movements are carried out smoothly and that drivers are used appropriately.

Reports

• Compile and submit monthly, quarterly and field logistics reports to the Logistics Coordinator

Compliance with IMC ethics standards and good practices

• Contribute to the creation of a positive image and overall credibility of IMC, in particular through the organization’s point of view with respect to internal and external agents.
• Perform your work with the highest level of integrity, clearly understanding and adhering to IMC and donor compliance and ethical standards.
• Perform your work with the highest level of integrity, clearly understanding and adhering to IMC and donor compliance and ethical standards.

Minimum requirements:

• TSU/Bachelor’s degree in Economics, Logistics, International Trade, Engineering or related field.
• Experience in the humanitarian sector, implementation of public and private donor projects (more than 12 months). Advanced command of the English language .
• Experience in logistics management in emergency environments. Experience with donor-specific procedures Experience in ERP or other logistics software solutions. Strong interpersonal, management and communication skills are desirable.
• Knowledge of ERP SAP, ORACLE, UNIFIELD, etc.).