JOB POSTING – LOGISTICS OFFICER
CLOSING DATE: June 29th , 2022
ORGANIZATION: Right To Play – Palestine
WORK LOCATION: Ramallah, Palestine
BACKGROUND:
Right To Play is a global
organisation that protects, educates and empowers children to rise above
adversity using play. By harnessing play, one of the most powerful and
fundamental forces in a child’s life, we helped 2.3 million children
last year to stay in school and out of work, to prevent life-threatening
diseases like HIV and malaria and to stay safe from exploitation and
abuse. We are the only global development organization focused
exclusively on using play to transform the lives of children and youth
impacted by poverty, war, disease and inequality.
Established in 2000, Right
To Play is headquartered in Toronto, Canada and has operations in 15
countries across North America, Europe, the Middle East, Africa, and
Asia.
With a shared passion for our mission, our Culture Code guides how we act and interact based on five core pillars:
- Accept Everyone – Be intentional about inclusion
- Make Things Happen – Seek opportunities to lead and innovate
- Display Courage – Act with integrity
- Demonstrate Care – Look after yourself and one another
- Be Playful – Have fun at work
Please visit
our website to learn more about who we are and what we do, and
watch this video to find out about the five pillars of our Culture Code.
JOB SUMMARY:
The Logistics Officer
reports directly to the Country Director (CD)/ Head of Office (HOO). The
incumbent is responsible for providing logistic support and overseeing
the overall logistic processes in support of the objectives of the
organization. He/ She is responsible for the planning, oversight,
management and coordination of logistics support operations to ensure
smooth accomplishment of projects.
The incumbent also manages
the Stores, Fixed Assets, support administration, fleet management and
oversee execution of rehabilitation projects. The incumbent works
closely with the Country Director/ Program Manager/ Director, Finance
Manager/ Officer and Project Officers as required.
PRIMARY RESPONSIBILITIES:
Job Responsibility #1: Logistics and Supply Chain Management: (50% of Time):
- Coordinates with all units for timely program implementation.
- Ensures compliance with procurement procedures as per the Field Finance Manual, Procurement Manual and donor requirements.
- Identifies what goods/equipment needs to be replenished, purchased and/or dispersed.
- Follows up with vendors e.g. delivery schedules of goods and other
procurement related concerns. This includes coordinating with the
vendors/service providers for the delivery and transportation of the
goods for the program.
- Maintains a file or record of suppliers through the Supplier
Database, ensuring that they are compliant with Child Safeguarding and
Fraud Policies of Right To Play
- Ensures suppliers are vetted properly when required.
- Works closely with his/ her team and vendors to obtain needed
materials with particular attention to cost control, quality and timely
delivery.
- Handles contract management in regards to renewal, payment etc.
- Provides guidance to the CD for the procurement committees’ constitution and for arranging meetings to make purchase decisions.
- Liaises with relevant government ministries, customs authorities and other departments for the clearing of imported goods.
- Ensures proper documentation of all Supply Chain processes.
- In Coordination with the Program Team and CD, he/ she is responsible
for creating and maintaining the procurement plans for all the projects
and CO.
- Oversees fleet concerns that includes the daily movement of the
program and support staff, mobilization of program supplies for
distribution and for trainings/workshops in compliance with RTP and
donors requirements.
- Responsible for the submission of the monthly Fleet Analysis.
- Accountable for keeping track of all supplies received and
dispatched through the Warehouse Tracker and for keeping documentation
for these movements intact, including acknowledgement from beneficiaries
for distributed goods/kits.
- Supervises, monitors the detailed recording of all warehouse and
stock movement activities consistent with RTP procedures requiring
complete accuracy and timely delivery.
- Ensures proper warehouse management. This includes storage space, condition, and the actual storage of stock.
- Prepares appropriate forms for procurement and designation of
project and maintenance materials ensuring approval by the appropriate
RTP staff, in consultation with the Finance Manager/ Officer.
- Ensures maximum availability and implementation of controls and
monitoring mechanisms for all logistics assets such as vehicles,
generators, computers and all other technical items to maximize
efficiency and ensure regular maintenance.
- Responsible for overseeing and monitoring asset management and updating asset list as required.
- Ensures appropriate management of telecommunications systems;
Follows up with IT service provider for maintenance of office computers,
Mobile Companies and others.
- Provides updates on all logistical activities to the CD on a regular basis.
- Maintains familiarity with relevant logistics compliance issues as
required by policies of RTP, donors and legal statues in order to ensure
compliance.
- Facilitates and oversees all logistics services such as travel
arrangement, booking and ticketing, visa applications, vaccinations,
hotel and taxi booking.
- Oversee the RTP residence/ office to ensure a safe, productive and comfortable work/living environment for staff members.
- Follows up on leases for all RTP Offices.
- Oversees all office building and provision of utilities, highlights
facilities and maintenance needs and coordinates with service providers.
- Adhere to the organization’s financial, behavior, and ethics policies.
- Supports in events management by conducting market research, sites
visits and negotiations for space contract and agreements on food and
beverage, ordering event supplies and audio-visual equipment and keeps
track of event finances including checks requests, invoices and reports.
Job Responsibility #2: Administration (20% of Time):
- Responsible for safekeeping the hard copies and soft copies of
the procurement documents/ forms, asset management forms, fleet
management forms, warehousing documents/ forms, distribution reports,
and other relevant documents relating to supply chain and makes sure
these documents are readily available and completed accurately.
- Ensures appropriate filling purchase orders to ensure accurate tracking and documentation for audit purposes.
- Ensures appropriate logistics filling systems to include all
equipment, manuals, maintenance schedules are in place and well
documented.
- Follows-up on all procurement orders originating from the field,
utilizing tracking sheet in order to be informed of the status of field
site procurement requests.
- Manages all in country staff transport, ensuring coordination with colleagues, partners and transport contractors as necessary.
- Participates in regular progress meeting with staff and follow up with the action points agreed.
- Participates in projects planning in collaboration with relevant staff.
Job Responsibility #3: Rehabilitation Project Management: (10%):
- Manages all technical and scheduling project aspects and
coordinates with other team members toward an effective and efficient
execution of the project.
- Coordinates with RTP hired consultants and specialists to ensure proper and on time implementation of the project.
- Follows up on the implementation of the rehabilitation work and
provides Program Manager/Country Director with continuous updates.
- Follows up with contractors on quality of delivery, delivery date, payment and project end.
Job Responsibility #4: Safety and Security (10% of Time):
- Manages RTP Security Staff and improve professionalism of the security team as necessary.
- Ensures strict safety protocols are being carried out for all RTP
activities including but not limited to, transportation (e.g. Motorbike
and vehicle policy) and off-site activities.
- Participates in the ongoing monitoring of the security situation and
implementation of security measures according to RTP security
guidelines as concerning situation emerges.
- Attends all in country I/NGOs security meetings.
- If necessary, manages the evacuation of field-based teams in collaboration with the Country Director.
Job Responsibility #5: Team Management (5% of Time):
· Improves the
professional capacity of the country- based staff by providing regular
trainings of relevant logistics topics.
· Communicates
frequently and appropriately with colleagues, including those who
reports directly to you and works closely with.
· Carries out the performance appraisal of the direct reporting team.
Performs other duties as assigned (5% of Time)
EDUCATION/TRAINING/CERTIFICATION:
- Bachelor’s degree in management, logistics, administration or related discipline.
EXPERIENCE:
- Minimum of 3 years’ experience in logistics and/or procurement in national or international
COMPETENCIES/PERSONAL ATTRIBUTES:
- Excellent interpersonal and communication skills both written and verbal.
- Ability to work independently
- Ability to work well under tight deadline and under pressure.
- Integrity and details focused
- Excellent research and negotiation skills
- Ability to manage a team and provide feedback
TECHNICAL SKILLS
- Proficiency in use of Microsoft applications, including Excel and Word
- Understanding of quality control processes
- Ability to use automated procurement systems
- Understanding of fleet management
- Skilled in record keeping and documentation
- Good Experience in Security and Safety Management.
LANGUAGES
Fluency in spoken and written English and local language(s).
DESIRED QUALIFICATIONS:
- Previous experience with an I/NGO
- Holding a driving license.
- Degree in Project Management
Employment Start Date: July 2022
Contract Duration: One year to be renewed.
Compensation: We offer a competitive salary and benefits package
If you are interested in applying for this position, please apply by submitting your documents
Here
While we thank all applicants for their interest, only those
selected for video interviews will be contacted. Right To Play provides
equal employment opportunities to employees regardless of their gender,
race, religion, age, disability, sexual orientation or marital status.
We offer a family-friendly environment that allows for flexible work
arrangements in order to support staff diversity and ensure a healthy
work-life balance.
We are a child-centered organization. Our recruitment and selection
procedures reflect our commitment to the safety and protection of
children in our programs. The successful candidate will be required to provide a satisfactory police record check as a condition of employment.
